Guide to MEMFIS Responsibilities

Functions and Reports

FIN “Department Name”

This financial responsibility provides the ability to view financial reports for your organizational accounts through MEMFIS Reports. Only information for the accounts within your organization can be viewed. In addition, this responsibility provides the ability to perform purchasing functions in MEMFIS applications.

This responsibility must be requested using the MEMFIS Authorization for Access.

• Access to MEMFIS functions
• Prepare requisitions, Requisition Summary, and Purchase Order Summary
• Invoice, Payment, Supplier, Funds, Account, and Journal Inquiries
• Invoice Overview
• Print Requisitions and Receiving Reports
• Record Receipts
• Access to WebFocus Reports
• Budget Report
• Encumbrance Summary
• Funds Available for Viewing
• Statement of Account
• Statement of Account Financial Summary
• Summary Trial Balance
• Transaction Detail
• Access to Discoverer Reports
• Budget Detail Report – includes initial budget plus all budget transfers processed
• Labor Distribution Report – includes the charging instructions for each employee by assignment
• Payroll Expense Report – includes the names and gross payroll information for each regular pay period
• Personnel Expenditures Report – includes budget, actual expenses, encumbrances and free balance information used to calculate salary savings

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Employee Self Service

This HR responsibility is automatically granted to all employees.

• Access to MEMFIS functions
• create a timecard
• view all your timecards
• view your payslip
• view/update your personal information
• view/update W-4 information
• view your leave balances

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Supervisor Self Service

This HR responsibility is automatically granted to supervisors; it provides access to the following information about employees they supervise and two levels below them.

• Access to MEMFIS functions
  • Approve employee timecards
  • Manager Actions – (Action Button)
    • Timecard List – view access only
    • Leave Balances and Usage Report – view employee vacation and sick leave usage and balance information
    • Details - view employment, salary and absence information
  • Timecard Status Report – run report and view the list of timecards and their status (working, submitted, approved, processed) for any period of time
  • HR Views – view Employee Information, Assignment Details, and Compensation Activity
• Access to Discoverer Reports
• Actual Hours Worked by Org - show hours worked in each assignment and rate of pay
• Employee Listing by Organization – includes, Employee number, University ID, Vendor ID, employee assignment, assignment name, supervisor, timecard approver, and office address for all employees and student employees that you supervise
• Labor Distribution Report – includes the charging instructions for each employee by assignment
• Organizational Details Report – includes the org name, org manager, contact, org phone, location, division, org type and college
• Student Assignment Approval Listing – includes the UNI ID, employee name, job title, assignment #, rate/hour, increase rate, supervisor, timecard approver, and charge account # changes

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HR “Department Name” Manager Self Service

This HR responsibility is granted at the organizational level and must be approved by the Department (Organization) Head. It provides access to the information described below about employees within the organization and the ability to run the reports listed.

This responsibilitiy is requested by completing the MEMFIS Authorization for Access to Advanced UNI Time and Self Service Functionality available under MEMFIS Forms.

• Access to MEMFIS functions
  • Manager Actions – (Action Button)
    • Leave Balances and Usage Report – view employee vacation and sick leave usage and balance information
    • Details - view employment, salary and absence information
  • HR Views – view Employee Information, Assignment Details, and Compensation Activity for all employees in your organization.
• Access to Discoverer Reports
• Actual Hours Worked by Org - show hours worked in each assignment and rate of pay
• Employee Listing by Organization – includes, Employee number, University ID, Vendor ID, employee assignment, assignment name, supervisor, timecard approver, and office address for all employees and student employees in your department
• Labor Distribution Report – includes the charging instructions for each employee by assignment and element
• Organization Details Report - includes the org name, org manager, contact, org phone, location, division, org type and college
• Student Assignment Approval Listing – includes the UNI ID, employee name, job title, assignment #, rate/hour, increase rate, supervisor, timecard approver, and charge account # changes

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“Department Name” Timecard Manager

Granted at the organization level, must be approved by the Department (Organization) Head.  It provides access to the information described below about employees within the organization and the ability to run the reports listed.

This responsibilitiy is requested by completing the MEMFIS Authorization for Access to Advanced UNI Time and Self Service Functionality available under MEMFIS Forms.

• Access to MEMFIS functions
  • Manager Actions – (Action Button)
    • Timecards – can create, modify, delete, and submit timecards for all employees in the department. Can also approve timecards that are in “timed out” statu.
    • Leave Balances and Usage Report for all employees in your organization
  • Do NOT get Notifications
  • Timecard Status Report – run report and view the list of timecards and their status (working, submitted, approved, processed) for any period of time

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“Department Name” Timecard Reviewer

Granted at the organization level, must be approved by the Department (Organization) Head.  It provides access to the information described below about employees within the organization and the ability to run the reports listed.

This responsibilitiy is requested by completing the MEMFIS Authorization for Access to Advanced UNI Time and Self Service Functionality available under MEMFIS Forms.

• Access to MEMFIS functions
  • Manager Actions – (Action Button)
    • Timecards – can view timecards for all employees in the department.
    • Leave Balances and Usage Report for all employees in your organization
  • Do NOT get Notifications
  • Timecard Status Report – run report and view the list of timecards and their status (working, submitted, approved, processed) for any period of time

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Timecard Approver

Granted at the assignment level, departments contact Human Resource Services for access.

• Access to MEMFIS functions
  • Approve timecards for those you are designated timecard approver.

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Budget Adjustments

Departments contact the Budget Office to gain access.

• Access to
  • Complete budget adjustments
  • View all budget adjustments

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Budget Salary Increases

Departments contact the Budget Office to gain access.

• Access to
  • Create batches for salary increases
  • Complete salary increase worksheet

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