General apps

News

In the news app you can see current news about the functions available in UP. Current news items are displayed one after the other in the app. For more information click on the app. A list with the current news will open.

My inbox

The Inbox is the central worklist in UP for approving processes. You can currently find leave requests and time bookings (Clock-In/Clock-Out) there. In future, other transaction types (e.g. shopping carts from procurement) will be added.

To approve an individual transaction, click on it. You then have the option of approving or rejecting it at the bottom right. You can optionally add a decision note for each approval. For rejections, the entry of a note (reason for rejection) is mandatory.

It is also possible to approve processes in bulk. For mass approval, use the button for multi-select, which you will find above the list of tasks. Filter by task type and then use the checkbox to select all the tasks you want to approve. The button for approving or rejecting tasks can be found at the bottom left.

Approvers can also set up substitutions in the inbox. With an active substitution, the substitute can see all processes in the inbox. To set up a substitution, carry out the following steps:

  • Call up the Inbox
  • Click on the button for your own profile at the top right and select "Manage my substitutes"
  • There are two different types of substitutions that you can call up by clicking on the respective button:
    • Planned: You set up a substitute for a defined period of time. During this period, the substitute will receive all the processes in your inbox.
    • Unplanned: You give a person authorization to access your processes. The substitute decides for him/herself when to activate the substitution (e.g. in the event of unexpected illness).
  • To set up a substitute, click on "Add new substitute".
  • Select a person using the search function.
  • Next, select the task groups for which the substitution should apply. There are currently three options:
    • All task groups: HR tasks (absence requests, time bookings) and shopping baskets from easyBANF
    • HR tasks: Absence requests and time bookings
    • Shopping carts: Procurement processes from easyBANF (but not SRM)
  • For planned substitutions, also select the period.
  • Save the substitution.

Please note: Substitutions can only be set up for persons who also have the appropriate authorization to approve transactions. If you select a person who does not have this authorization, you will receive an error message.

Substitutions can also be deleted again. Select the substitution and then click on "Delete".

To see who has set up a substitution for you, open the inbox and click on the button for your own profile and then on "Substitute for". Here you can also activate and deactivate unplanned substitutions.

Please note: For HR tasks, the people who have submitted a request can see who it is sent to for approval. All planned and unplanned substitutions that have been set up are also taken into account, i.e. the substitutes are also displayed.

Apply for authorizations

KIT employees can use the "Apply for authorizations" app to request authorizations for the User Portal (UP) for yourself and for others. Please note that you can only request authorizations for people with an active KIT account.

For technical reasons, the app is currently only available in German. If you cannot access the form directly via the tile, you can do so via "Prozess starten" in the left-hand menu and then by clicking on "Starte Prozess" in the line for user portal authorization.

When applying, you will be supported in your selection, e.g. by only providing current account assignment elements that are available in the system. After submitting the application, the application goes through the following workflow:

  • Declaration of consent by the person for whom authorization was requested (even if you have requested for yourself)
  • Approval by the manager (L3/L2/L1, for example head of institute or appointed professor) who is responsible for the respective units in the funds center plan of the account assignment elements

The information is automatically determined from Organizational Management and the funds center plan. The persons are informed by e-mail about incoming transactions for approval. The requests can only be approved by the responsible managers (L1/L2/L3) and their representatives stored in Organizational Management. After successful approval, the process is processed in the SCC ticket system by the SAP user administration as before.

Contact persons for questions and problems regarding this form: