Monitoring end dates is crucial in the student employment process to ensure accurate termination and facilitate extensions in HCM PeopleSoft. Utilize query reports to track end dates, and review these reports at least once a month to stay updated.

To extend the end date, you will need to initiate a Student Job Change eForm in Peoplesoft HCM.

• Student employment cannot be extended beyond 365 days. At that time a new hire is required.
• Initiate a Student Job Change eForm in Peoplesoft HCM to extend the end date.
• Ensure the effective date is before the current end date to prevent auto-termination.
• Hire for the full academic year (August 16 – May 15) to avoid extensions.
• Extensions for salaried students are generally not advisable; contact Human Resources if needed.
• For hourly students continuing in the same job over the summer, extend the end date until the end of summer.
• For hourly students continuing in different summer job codes, a separate hire is required from May 16 – August 15.
• Federal Work-Study  positions cannot be extended beyond the academic semester; initiate a separate summer hire appointment if needed.

• All student employment instances require an end date in HCM PeopleSoft.
• On this end date, the student employee will auto-terminate without warning.
• Review the query report in PeopleSoft HCM to track end dates.
• Do not initiate a Status Change eForm if you want the student to auto-terminate; it can cause record issues and may impact final check.
• Contact Human Resources at 803-777-6650 or your designated Service Team member if a student was auto-terminated in error.

• Initiate a Student Status Change eForm if a student separates before their end date.
• Indicate the last day of work; termination is effective the next day.
• Attach a resignation letter and supervisor’s acceptance if possible.
• Ensure the eForm is approved before Payroll closes to avoid overpayment (check HR Document Deadlines in the HR Toolbox )
• For Federal Work-Study students, submit the eForm through Financial Aid first.

If a student employee withdraws from USC, they should be terminated as a student employee. The Division of Human Resources will coordinate with the Registrar's Office to receive periodic notification of student employees in withdrawn status so that their employment can be addressed with the department.