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Answered

Payroll without being an Admin

  • February 6, 2025
  • 10 replies
  • 111 views
M
Follower

Dear Community and Personio,

We’re using Personio for the payroll since summer last year. The finance team which is not part of the People & Culture team runs the payroll in-house. We now added additional apps like Performance and Development and Surveys and start using those in December.

The Finance Team who does the payroll in-house MUST not have access right to those new apps (performance & surveys) but is not able to run the payroll without admin rights. Did any of you found a way to setup the employee role “payroll” in a way to allow them to run all steps in the payroll process?

 

If now - dear Personio product and dev team, please prioritize this topic. Especially, development talks are something personal and trust is needed to share honest feedback. It’s essential to limit the number of people who have access to their thoughts!

Thanks you all!

Best answer by Krujane K

Hi ​@Mudderstadt, 

Did you make sure to grant editing rights for the Payroll section when setting up the new role? With these permissions, users assigned to the role can:

  • Edit the payroll overview 

  • Approve payroll

  • Generate exports

  • Manage documents

These actions should cover what the Finance team is trying to do :) 

You can find more details on access rights in this Helpcenter article. 

If all these permissions are already set correctly and it’s still not working, then please contact our Support team.

All best,
Krujane

10 replies

HRJoy
Helping Hand
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  • HRJoyHelping Hand
  • Helping Hand
  • February 6, 2025

I think you just need to set up a new ‘Employee Role’ for Finance/Payroll, and set permissions accordingly, limiting admin-level access to the new modules. You can usually, pretty successfully, limit what areas of Personio specific people have access to using the Employee Roles.

Moe
Moe
Community Admin
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  • MoeCommunity Admin
  • Community Admin
  • February 6, 2025

Hi ​@Mudderstadt !

Has ​@HRJoy answered your question? If so, go ahead and select it as the Best Answer so that other community members can find it as well! 

M
Follower
  • MudderstadtFollower
  • Author
  • Follower
  • February 6, 2025

Hi ​@HRJoy and ​@Moe ,

Thanks for answering. We have setup the role and permissions accordingly and unfortunately, this is not sufficient. The finance Team cannot approve the payroll or upload documents. 

Anybody else having an idea if the role can be setup this way or if the product team needs to be involved?

BR
Victoria

K
Community Moderator
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  • Krujane KCommunity Moderator
  • Community Moderator
  • Answer
  • March 26, 2025

Hi ​@Mudderstadt, 

Did you make sure to grant editing rights for the Payroll section when setting up the new role? With these permissions, users assigned to the role can:

  • Edit the payroll overview 

  • Approve payroll

  • Generate exports

  • Manage documents

These actions should cover what the Finance team is trying to do :) 

You can find more details on access rights in this Helpcenter article. 

If all these permissions are already set correctly and it’s still not working, then please contact our Support team.

All best,
Krujane

Lucie B
M
Follower
  • MudderstadtFollower
  • Author
  • Follower
  • March 27, 2025

Dear ​@Krujane K ,

Could you please let me know in which section I can find 

 

  • Edit the payroll overview 

  • Approve payroll

  • Generate exports

  • Manage documents?

For example I can’t find the field “approve payroll” in the Employee Roles section.

K
Community Moderator
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  • Krujane KCommunity Moderator
  • Community Moderator
  • March 28, 2025

Dear ​@Mudderstadt, 

It’s not a separate section you need to look for. When you go to Settings > People > Employee Roles, select the relevant role and then go to the Access Rights tab. Under Payroll, simply set the permission to Edit.

This will grant the rights mentioned earlier:

  • Editing the payroll overview

  • Approving payroll

  • Generating exports

  • Managing documents

Let me know if anything's unclear :) 

All best, 
Krujane

Lucie B
M
Follower
  • MudderstadtFollower
  • Author
  • Follower
  • March 31, 2025

Good morning ​@Krujane K ,

it’s wired. I don’t even have those options (Editing Payroll, ...) in the setting. I have been in the right place Settings > People > Employee Roles using the role “payroll” which is already pre-setup by Personio. 
 

 

 

K
Community Moderator
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  • Krujane KCommunity Moderator
  • Community Moderator
  • March 31, 2025

Good morning ​@Mudderstadt, 

Thanks for the follow-up!

The rights I mentioned earlier are not individual options you can select. In the Employee Roles section, under the tab Access Rights, you’ll only see the general options: view, propose, and edit (as shown in the screenshot).

By selecting edit, the permissions I listed above - like editing the payroll overview, approving payroll, generating exports, and managing documents - will be granted automatically for the Payroll section.

Make sure to check out the Helpcenter article for more details on access rights. 

Hope that clears it up! Let me know if you have any more questions :) 

 

All best, 
Krujane

 

Lucie B
Moe
M
Follower
  • MudderstadtFollower
  • Author
  • Follower
  • April 12, 2025

Dear ​@Krujane K ,

many thanks and I doubled checked with our payroll team. Maybe you could help me with 2 more details?

Our payroll team would like to upload csv / excel files for the payroll with e.g. includes one-time compensation. In their payroll “role” they don’t the have the option the going to uploads the options differ from the Admin role. Is it possible to allow the accounting team in the employee payroill to upload csv / excel file for one-time compensation?

And second, one of the colleague in payroll does have a folder “Payroll Exchange” in her docuemnts section of her employee profile. But this is only visible to her when she has the employee role “Administrator”. How can this be solved?

 

Thanks
Victoria

K
Community Moderator
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  • Krujane KCommunity Moderator
  • Community Moderator
  • April 22, 2025

Dear ​@Mudderstadt, 

Thanks a lot for the additional context!

Since both of your questions go a bit deeper and may involve specific employee data or roles, I’d kindly ask you to reach out to our Support team directly. They’ll be able to take a closer look at the affected employee profiles and roles, something we unfortunately can’t do here due to data privacy restrictions.

Thanks for your understanding!

All best, 
Krujane

Lucie B
Moe
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