General Overview
What is Kissflow?
Kissflow is UC Merced's new workflow platform that will be used to manage payroll-related request submissions through standardized electronic forms and routing workflows.
Why are we moving to Kissflow?
The transition supports:
• Improved tracking and visibility of requests
• Standardized submission processes
• Reduced reliance on email-based requests
• Better audit readiness and documentation
• Enhanced reporting capabilities
• Improved access governance and security
• Improved tracking and visibility of requests
• Standardized submission processes
• Reduced reliance on email-based requests
• Better audit readiness and documentation
• Enhanced reporting capabilities
• Improved access governance and security
Is Kissflow replacing UCPath?
No. UCPath remains the system of record for employee and payroll transactions. Kissflow serves as the workflow and request submission platform
Access & Governance
Who can be designated as a Kissflow Requester?
Requester access is limited to employees who:
• Have a business need to submit payroll-related transactions on behalf of their department.
• Have the appropriate UCPath inquiry access needed to support their responsibilities.
• Are approved by their Division Partner.
• Complete required Kissflow training.
Departments should designate only those employees who regularly perform payroll submission responsibilities.
• Have a business need to submit payroll-related transactions on behalf of their department.
• Have the appropriate UCPath inquiry access needed to support their responsibilities.
• Are approved by their Division Partner.
• Complete required Kissflow training.
Departments should designate only those employees who regularly perform payroll submission responsibilities.
Can student employees be designated as Requesters?
No.
Student employees are not eligible to be designated as Kissflow Requesters.
Requesters must have the appropriate UCPath inquiry access and receive Division Partner approval as part of the established governance process.
Student employees are not eligible to be designated as Kissflow Requesters.
Requesters must have the appropriate UCPath inquiry access and receive Division Partner approval as part of the established governance process.
Why did Division Partners receive a requester and Org Report Viewer review list?
As part of go-live planning, Division Partners received a preliminary list of authorized Requesters and Org Report Viewers for review and validation.
This review helps:
• Confirm employees who require access at go-live.
• Identify employees who no longer require access.
• Ensure departmental representation is accurate.
• Support access provisioning and training assignments.
This review helps:
• Confirm employees who require access at go-live.
• Identify employees who no longer require access.
• Ensure departmental representation is accurate.
• Support access provisioning and training assignments.
What happens after the Division Partner review is completed?
Following review and approval:
• Users will be provisioned with the appropriate Kissflow role(s).
• Training communications will be distributed.
• Departments will receive additional implementation guidance before go-live.
• Access records will be maintained in accordance with governance requirements.
• Users will be provisioned with the appropriate Kissflow role(s).
• Training communications will be distributed.
• Departments will receive additional implementation guidance before go-live.
• Access records will be maintained in accordance with governance requirements.
What is the difference between a Requester and an Org Report Viewer?
Requester
• Creates and submits payroll requests in Kissflow.
• Tracks request status.
• Communicates with Payroll Services when additional information is needed.
• Creates and submits payroll requests in Kissflow.
• Tracks request status.
• Communicates with Payroll Services when additional information is needed.
Org Report Viewer
• Has reporting visibility for approved organizational units.
• Can review activity and workflow status.
• Does not receive Requester permissions through the Org Report Viewer role.
Can departments have multiple Requesters?
Yes.
Departments may designate multiple Requesters based on operational need, workload distribution, and business continuity requirements.
Departments may designate multiple Requesters based on operational need, workload distribution, and business continuity requirements.
Does being a Requester provide access to all Kissflow forms?
No.
Access is assigned based on business need and role responsibilities. Not all Requesters will have access to every Kissflow form.
Access is assigned based on business need and role responsibilities. Not all Requesters will have access to every Kissflow form.
Why is UCPath inquiry access required for Requesters?
Requesters are responsible for submitting payroll transactions and must have the appropriate UCPath inquiry access needed to review employee and position information associated with those transactions.
Access Change After Go-Live
How do I request changes to Kissflow access after go-live?
After go-live, all requests to add, remove, or modify Kissflow access must be submitted through the ServiceNow HCM Access Request process.
Examples include:
• Adding a new Requester
• Removing a Requester
• Requesting Org Report Viewer access
• Removing Org Report Viewer access
• Changing access associated with a user's responsibilities
Examples include:
• Adding a new Requester
• Removing a Requester
• Requesting Org Report Viewer access
• Removing Org Report Viewer access
• Changing access associated with a user's responsibilities
What process should departments use to request Kissflow access updates after go-live?
The preliminary implementation lists reviewed by Division Partners will only be used for initial provisioning.
After go-live, all ongoing access maintenance must be submitted through a ServiceNow HCM Access Request ticket.
Departments should submit an HCM Access Request whenever a user:
• Needs new access
• No longer requires access
• Changes departments or responsibilities
• Requires changes to Org Report Viewer access
After go-live, all ongoing access maintenance must be submitted through a ServiceNow HCM Access Request ticket.
Departments should submit an HCM Access Request whenever a user:
• Needs new access
• No longer requires access
• Changes departments or responsibilities
• Requires changes to Org Report Viewer access
How are inactive Requesters identified?
Payroll Services will periodically review access and may conduct requester certification activities to verify that users continue to require assigned access.
Training & Communications
Will all users receive the same training?
No.
Training will be tailored based on the user's responsibilities and forms they are expected to submit.
Examples include:
• Payroll Requesters
• Org Report Viewers
• Central Office Requesters
• Academic Personnel Coordinators
• Summer Salary Coordinators
Training will be tailored based on the user's responsibilities and forms they are expected to submit.
Examples include:
• Payroll Requesters
• Org Report Viewers
• Central Office Requesters
• Academic Personnel Coordinators
• Summer Salary Coordinators
How will I know what training I should attend?
Training invitations and supporting materials will be distributed to individuals identified through the access review process.
Training assignments will be based on assigned responsibilities and associated Kissflow forms.
Training assignments will be based on assigned responsibilities and associated Kissflow forms.
What training resources will be available?
Resources may include:
• Instructor-led training
• Recorded demonstrations
• Job aids
• Office hours
• Frequently asked questions (FAQs)
• Form-specific guidance
• Instructor-led training
• Recorded demonstrations
• Job aids
• Office hours
• Frequently asked questions (FAQs)
• Form-specific guidance
Central Office Requesters
I submit payroll forms as part of a Central Office function. Will I receive separate communications?
Yes.
Individuals identified as Central Office Requesters will receive communications specific to the forms and processes they support.
These communications may include:
• Form-specific submission guidance
• Workflow expectations
• Required training sessions
• Job aids and reference materials
• Go-live instructions
Individuals identified as Central Office Requesters will receive communications specific to the forms and processes they support.
These communications may include:
• Form-specific submission guidance
• Workflow expectations
• Required training sessions
• Job aids and reference materials
• Go-live instructions
Why are Central Office Requesters receiving separate training?
Some payroll forms are completed exclusively by designated Central Office units.
Additional training will be provided to ensure consistent submission practices and processing expectations.
Additional training will be provided to ensure consistent submission practices and processing expectations.
Summer Salary
Our department has a Summer Salary Coordinator. Will they need Kissflow access?
Yes.
If the Summer Salary Coordinator will be responsible for entering, submitting, reviewing, or tracking Summer Salary requests in Kissflow, access may be required.
Access decisions are based on assigned responsibilities rather than job title alone.
If the Summer Salary Coordinator will be responsible for entering, submitting, reviewing, or tracking Summer Salary requests in Kissflow, access may be required.
Access decisions are based on assigned responsibilities rather than job title alone.
Will Summer Salary forms eventually move to Kissflow?
Yes.
Summer Salary forms are planned for future implementation. Additional communications, timelines, training, and job aids will be provided prior to deployment.
Summer Salary forms are planned for future implementation. Additional communications, timelines, training, and job aids will be provided prior to deployment.
GLAAS - Related Forms
What is changing for forms currently submitted through GLAAS?
Departments will continue to complete the applicable GLAAS forms and gather the required information.
However, designated departmental Requesters will use the information from the GLAAS form to complete and submit the corresponding Kissflow form.
The Kissflow submission will become the official method used to submit these requests to Payroll Services.
However, designated departmental Requesters will use the information from the GLAAS form to complete and submit the corresponding Kissflow form.
The Kissflow submission will become the official method used to submit these requests to Payroll Services.
Do departments still need to complete GLAAS forms?
Yes.
Departments should continue to complete the applicable GLAAS forms and follow existing business requirements.
The information from the GLAAS form will be used to complete the corresponding Kissflow submission.
Departments should continue to complete the applicable GLAAS forms and follow existing business requirements.
The information from the GLAAS form will be used to complete the corresponding Kissflow submission.
Will Payroll Services continue to access GLAAS forms?
No.
Payroll Services will work directly from the Kissflow forms submitted by authorized departmental Requesters.
Departments remain responsible for completing the applicable GLAAS forms and using the information from those forms to accurately complete the Kissflow request.
Payroll Services will work directly from the Kissflow forms submitted by authorized departmental Requesters.
Departments remain responsible for completing the applicable GLAAS forms and using the information from those forms to accurately complete the Kissflow request.
If I already complete a GLAAS form, why do I need to enter the information into Kissflow?
Kissflow serves as the official intake, tracking, and workflow platform for payroll requests.
Using Kissflow provides:
• Standardized submission processes
• Request tracking and status visibility
• Centralized documentation
• Consistent access governance
• Improved reporting and audit readiness
Using Kissflow provides:
• Standardized submission processes
• Request tracking and status visibility
• Centralized documentation
• Consistent access governance
• Improved reporting and audit readiness
Public vs. Authenticated Forms
What is the difference between a Public Form and an Authenticated Form?
Public Form
Public Form
• Available without campus authentication.
• Intended for limited use cases where login credentials are not required.
• Available without campus authentication.
• Intended for limited use cases where login credentials are not required.
Authenticated Form
• Requires UC Merced login credentials.
• Captures submitter information automatically.
• Provides additional security and access controls.
Which forms will require authentication?
Forms containing employee, payroll, access, or other sensitive information will generally require authentication.
Implementation Timeline & Go-Live
Why is Kissflow being implemented in phases?
Kissflow is being deployed in phases to allow for appropriate testing, training, support, and stabilization before additional forms are introduced.
This approach allows Payroll Services to:
• Provide focused training.
• Gather feedback.
• Improve processes between phases.
• Minimize operational disruption.
This approach allows Payroll Services to:
• Provide focused training.
• Gather feedback.
• Improve processes between phases.
• Minimize operational disruption.
Will all payroll forms go live at the same time?
No.
Forms will be introduced according to the project implementation schedule. Departments will receive communications before each phase detailing:
• Forms being deployed
• Training requirements
• Access requirements
• Go-live dates
• Available support resources
Forms will be introduced according to the project implementation schedule. Departments will receive communications before each phase detailing:
• Forms being deployed
• Training requirements
• Access requirements
• Go-live dates
• Available support resources
What forms are included in the initial go-live phase?
The first phase will include forms identified for initial deployment. Form-specific communications, job aids, and training materials will be provided before go-live.
How will I know when a form is moving to Kissflow?
Payroll Services will communicate upcoming deployments through:
• Project communications
• Training announcements
• Job aids
• Stakeholder meetings
• Office hours
• Project communications
• Training announcements
• Job aids
• Stakeholder meetings
• Office hours
What are the current go-live dates?
Kissflow is being implemented in multiple phases. Go-live dates will be communicated as each phase is finalized and ready for deployment.
What happens during the transition period?
Departments may temporarily use both existing processes and Kissflow workflows depending on the implementation phase and form type.
Payroll Services will provide clear communication regarding:
• When forms move to Kissflow
• Training schedules
• Support resources
• Process changes
Payroll Services will provide clear communication regarding:
• When forms move to Kissflow
• Training schedules
• Support resources
• Process changes
Where can I find information about future phases and forms?
Payroll Services will communicate upcoming deployment phases, form groupings, implementation schedules, and training opportunities through project communications as timelines are finalized
Department Responsibilities
What should departments be doing now to prepare for go-live?
Departments should:
1. Review and validate requester and Org Report Viewer assignments.
2. Submit any needed changes during the review period.
3. Ensure designated users attend required training.
4. Review project communications and job aids.
5. Participate in office hours and implementation sessions.
6. Prepare for the transition to Kissflow workflows.
1. Review and validate requester and Org Report Viewer assignments.
2. Submit any needed changes during the review period.
3. Ensure designated users attend required training.
4. Review project communications and job aids.
5. Participate in office hours and implementation sessions.
6. Prepare for the transition to Kissflow workflows.
How can departments help ensure a successful implementation?
Departments can support a successful rollout by:
• Maintaining accurate requester lists.
• Ensuring Requesters complete training.
• Reviewing project communications.
• Using available job aids and support resources.
• Participating in office hours and feedback opportunities.
• Maintaining accurate requester lists.
• Ensuring Requesters complete training.
• Reviewing project communications.
• Using available job aids and support resources.
• Participating in office hours and feedback opportunities.
Support
What should I do if I have questions or encounter issues?
Users should attend scheduled office hours, review available training materials and job aids, or contact Payroll Services through the designated support channels for assistance.
Will support be available after go-live?
Yes.
Payroll Services will provide post-implementation support, office hours, training resources, and guidance as departments transition to the new workflows.
Payroll Services will provide post-implementation support, office hours, training resources, and guidance as departments transition to the new workflows.
