Authorizations for UP

General

Authorizations in the User Portal (UP) are assigned with or without the approval of a manager, depending on the importance of the role. Some functions (News, Facility Management ticket system, basic ESS functions) are automatically available to all UP users. All other authorizations must be requested.

With a few exceptions, authorizations can be requested via the "Request authorizations" app in the User Portal (UP). For more information, see https://www.scc.kit.edu/en/services/16522.php

If an employee leaves the KIT, his/her account in the User Portal (UP) is automatically blocked on the date of departure. However, there is no automatic process for organizational changes within KIT. Both the deletion and the reassignment of authorizations must be requested.

Reporting

Financial reports for managers and controllers of (organizational) units

What do I want to do? Which app in UP? How do I get the authorization?
Finance reports for an entire (organizational) unit (cost centres and projects) Finance and HR reports App 'Apply for authorizations'  Reporting  Finance reports for managers and controllers
Finance reports for individual cost centers Finance and HR reports App 'Apply for authorizations'  Reporting  Finance reports for managers and controllers
Finance reports with additional detailed salary data Finance and HR reports App 'Apply for authorizations'  Reporting  Personnel-related data in financial reports for managers and controllers
Cost accounting records in the major research task Finance and HR reports App 'Apply for authorizations'  Reporting  Detailed cost accounting report (GFA only)

Financial reports for project managers and project controllers

What do I want to do? Which app in UP? How do I get the authorization?
Finance reports as project manager/project controller Finance and HR reports App 'Apply for authorizations' Reporting  Financial reports for project managers and project controllers
Finance reports for individual PSP elements Finance and HR reports App 'Apply for authorizations'  Reporting  Financial reports for project managers and project controllers
Finance reports with additional detailed salary data for externally funded projects Finance and HR reports App 'Apply for authorizations'  Reporting  Personal data for (externally funded) projects

HR reports

What do I want to do? Which app in UP? How do I get the authorization?
HR reports for decentralized personnel management and planning of personnel measures Finance and HR reports App 'Apply for authorizations'  Reporting  HR reports

The following must be observed when submitting an application:

  • A person can only have the role of manager/controller of a unit or project manager/project controller in SAP BW reporting. If a new role is requested that differs from the previous role, the existing role is withdrawn from the person.
  • The role for personal data in financial reports for managers and controllers as well as personal data for (third-party funded) projects cannot be assigned for individual account assignment elements. The role gives the person access to the personal data for all account assignment elements for which the person has authorization in the financial reports. Persons who have authorizations for financial reports for several organizational units must have coordinated this with all managers and obtained approval before submitting an application. This is confirmed by applying via the "Request authorizations" app.

When applying for authorizations for reports with personal data, including personnel reports, it is confirmed that the person to be authorized has been informed of the rights/obligations in accordance with the service agreement on the introduction, use, modification and further development of SAP Business Warehouse (SAP BW). According to Annex 4a, Annex 4b and Annex 5 of the service agreement, only a maximum of two other trustworthy and professionally suitable persons may have authorization in an organizational unit in addition to the management.

Shopping carts and invoices

Creating shopping carts

What do I want to do? Which app in UP? How do I get the authorization?
Creating shopping carts and posting decentralized goods receipt SRM App 'Apply for authorizations'  Shopping carts and invoices  Create shopping carts for your own unit
Create shopping carts for another (organizational) unit SRM App 'Apply for authorizations'  Shopping carts and invoices  Create shopping carts for additional cost center

Approval of shopping carts

What do I want to do? Which app in UP? How do I get the authorization?
Approval of hazardous substances as a hazardous substance officer SRM App 'Apply for authorizations'  Shopping carts and invoices  Approval of hazardous substances
Approve shopping carts for cost centers SRM App 'Apply for authorizations'  Shopping carts and invoices  Budget managers for cost centers
Approve shopping carts as project manager SRM App 'Apply for authorizations'  Shopping carts and invoices  Budget approval for individual PSP elements

Approval of invoices

What do I want to do? Which app in UP? How do I get the authorization?
Correct factual drawing of invoices AREB App 'Apply for authorizations'  Shopping carts and invoices  Correct factual drawing of invoices

Budget approval of invoices

AREB

App 'Apply for authorizations'  Shopping carts and invoices  Budget managers for cost centers

When applying for authorizations for shopping baskets and invoices, the current KIT procurement guidelines, in particular the regulations on authorized persons (Section II. 3.1) and on the procurement of hazardous substances (Section II. 3.8), must be taken into account. In particular, only hazardous substance officers may release hazardous substances.

Please also take this into account when applying:

  • Goods baskets that are assigned to PSP elements are automatically sent to the budget managers for cost centers for approval. Only if different budget approvers (e.g. project managers) are required, a budget approval must be requested for individual PSP elements.
  • Value limits are only taken into account when approving shopping baskets for cost centers, but not when approving invoices. Approvals as project management for individual PSP elements never take value limits into account.

Business trips

In TMSK (KIT's travel management system, currently only available for GFA employees), all persons who have budget responsibility for cost centers or budget approval for individual PSP elements are available as potential approvers. Persons who have applied for signature authorization for business trips in the past are currently still stored.

All persons who apply for budget approval for cost centers or budget approval for individual WBS elements are therefore also approvers in TMSK. If you would like to be entered as an approver in TMSK, please apply for budget approval for cost centers or budget approval for individual WBS elements via the "Apply for authorizations" app in UP.

Guests and partners

What do I want to do? Which app in UP? How do I get the authorization?
Creating and maintaining guest and partner data Guests and partners App 'Apply for authorizations'  Guests and partners Guest and partner management

Person days

What do I want to do? Which app in UP? How do I get the authorization?
Recording person days Recording of person days Mail to servicedesk∂scc.kit.edu
Approval of person days Approval of person days App 'Apply for authorizations'  Person days  Approval of person days

Employee Self Service (ESS) / Manger Self Service (MSS)

What do I want to do? Which app in UP? How do I get the authorization?
Maintaining and viewing your own data My profile, My family members, My certificates Automatically without application
Create leave requests etc. for myself My leave requests Automatically without application for ESS participants
Creation of time bookings My time events Automatically without application for flexitime participants
Maintaining absences for third parties Time administrators Mail to ess-service∂pse.kit.edu
Absences of my team members (without reasons) My team calendar Automatically without application for ESS participants
Overview of absences with reasons Absences Mail to ess-service∂pse.kit.edu
Approval of leave requests and time booking corrections My inbox Mail to ess-service∂pse.kit.edu