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Division of Human Resources

HR Toolbox

As a Human Resource professional you support the needs of our university employees. Forms, documentation and other communication are essential to ensuring you have the resources you need to achieve success.

COVID-19 Guidelines

Tips, resources and strategies to help departments and employees maintain a healthy campus.

 
Note: In order to see the most recent version of the documents provided on this website, please refresh your browser after you open the document. 

The following forms should be mailed to Mike Linebaugh at Colonial Life Enrollment, 1101 Javelin Court, Columbia, S.C. 29212:

Tools and Resources

Forms

Measles is a highly contagious disease.  In the event of an outbreak the South Carolina Department of Health and Environmental Control (DHEC) will take steps to limit the spread of the disease.  As part of their efforts, if an outbreak occurs on our campus DHEC will require all faculty and staff to prove measles immunity. Individuals unable to provide proof of immunization will not be allowed to report to work if they work in an outbreak area as identified by DHEC.

The Centers for Disease Control consider you protected if you have written documentation of at least one of the following:

  • You were born before 1957.
  • A laboratory confirmed that you are immune to measles.
  • A laboratory confirmed that you had measles at some point in your life.
  • You are an adult who received two doses of measles-containing vaccine after the age of one.

If you were born during or after 1957 and do not know whether you have been fully vaccinated or had the blood test, it is recommended that you contact your health care provider. 

Depending on your health care coverage you may be eligible to receive the vaccination at no cost.  

  • Adult vaccinations, at intervals recommended by the Centers for Disease Control, are covered at no cost to Savings Plan, Standard Plan and Medicare Supplemental Plan members at participating providers. Coverage includes the cost of the vaccine and administration fee if the member receives the shot in a network doctor’s office. Any associated office visit charges will follow regular Plan coverage rules.
  • Adult Vaccinations, at intervals recommend by the Centers for Disease Control, are also covered by the State Health Plan for primary members if obtained from a network pharmacy.

The vaccination is also being made available to faculty and staff at a reduced cost by the Division of Student Affairs’ Student Health Services Office. (Blood test $29, MMR Vaccine $75)

Faculty and staff are not required to submit their records.  Records storage is offered as a courtesy to faculty and staff.  This storage complies with all HIPAA regulations concerning medical records and provides a convenient way to quickly and safely meet any reporting requirements should a measles outbreak occur.

Faculty should communicate with their department chair to determine acceptable alternative work assignments, including the potential to work remotely. 

Staff should coordinate with their supervisor to determine if it is possible to work remotely. 

Approval for remote work assignments will be given on a case-by-case basis and will depend on the nature of the work and available resources.

Personnel who are not able to work remotely will be required to take sick leave, annual leave, leave without pay, or a combination of these options until the exclusion period has passed.

Personnel who have been excluded, but who can subsequently show proof of effective immunization, may be allowed to return to campus.  For the measles vaccine to work, the body needs time to produce protective antibodies in response to the vaccine. Detectable antibodies generally appear within just a few days after vaccination. People are usually fully protected after about 2 or 3 weeks.

Tools and Resources

Forms

Tools and Resources 

Forms

Leave forms should be sent to the Division of Human Resources' Benefits Office at hrleave@mailbox.sc.edu,  or the Campus Human Resources Office. 

  • Employee Assistance Program (EAP) – A practical and confidential resource for permanent employees and their dependents. The EAP provides many different types of assistance such as counseling, legal assistance, financial and health and wellness services.
  • Grievances – There are laws, regulations, policies and procedures in place to provide covered employees an opportunity to challenge specific unfavorable employment actions they believe were issued inconsistently, improperly or not in accordance with University policy.
  • Integrity Line – If talking with your supervisor or other administrator is not an option in dealing with a workplace concern, the UofSC Integrity Line is an anonymous reporting system, administered by an independent third-party provider, Lighthouse Services, Inc., to report your concerns about questionable or unethical behavior. 

During the 2020-2021 fiscal year the university is implementing two furlough programs. Information about and resources for each program are provided below.

A mandatory furlough is a cost saving measure in which the university can implement and require certain employees to take unpaid leave but ensures continuity of benefits for a specific period of time.

Resources:

A voluntary furlough is a cost saving measure in which employees voluntarily take unpaid leave but ensure continuity of benefits for a specific period of time. 

Qualified employees may request unpaid leave through a voluntary furlough as an alternative to  using accrued paid leave.  Approval of the request is at the discretion of the manager or supervisor.

Resources:
  • Applicant Review Template [pdf] – This should be used to compare the candidates against set criteria to determine who to interview. The hiring manager should develop a job specific template prior to reviewing applications. A sample review template [pdf] may help you get started.
  • Attestation of Hiring Process Form [pdf] – Once a candidate has been selected, the hiring manager must certify that they meet the minimum requirements and that there are no conflicting relationships. Upload this form into PeopleAdmin. 
  • Basic Guidelines for Screening Applicants [pdf] – Hiring managers should follow these guidelines to ensure each application is reviewed carefully and that those chosen to be interviewed meet the minimum requirements for the job. 
  • Diversity Recruitment Resources [pdf]
  • Justification Form [pdf] – Consider crafting a memo or completing this justification form to present to the department head or manager for approval to hire the selected candidate. 
  • Rating Guide [pdf] – After constructing a good set of job-related questions for your interview, you should also produce a rating guide to help score each applicant you interview. 
  • Reference Check [pdf]  Use this form to help conduct a thorough reference check on your top candidate for the job. 
  • Access/Removal Request to Human Resource Systems [pdf] – Complete this form to request or remove access to the following HR Systems:
    • PeopleAdmin/USC Jobs
    • HR Drop Box
    • HR Intranet
    • I-9/E-Verify
    • Background Check
    • Drug Screening
    • Tracking Log Notifications and Payroll Actions Report
    • Other HR Systems
  • PeopleSoft HCM All Access Form [pdf] – Submit a ticket through the Service Now Portal and attach this form to request or remove access for the following roles in PeopleSoft HCM:
    • HR Rolls
    • Payroll /Business Manager Rolls
    • Finance Rolls
    • Time/Labor and Absence Management Approval Rolls
Information regarding  Summer Compensation for 2021 is now available.
 
Tips, resources and strategies to help employees adapt to working remotely.

Summary of Work-Related Injuries Posters

The University's Division of Human Resources Office is required to complete and post these summary reports each year, even if no work-related injuries or illnesses occurred during the year. Other University departments are not required to post these items. 

 

Payroll Deadlines, Forms and Requirements

HR actions must be submitted to HR Operations and Services on or before noon on the following dates:

2021 Pay Period Ending Deadline (Submit to HR by Noon on) 
Sunday, October 31, 2021 Thursday, October 7, 2021
Monday, November 15, 2021 Friday, October 22, 2021
Tuesday, November 30, 2021 Thursday, November 4, 2021
Wednesday, December 15, 2021 Friday, November 19, 2021
Friday, December 31, 2021 Tuesday, November 30, 2021

 

2022 Pay Period Ending Deadline (Submit to HR by Noon on) 
January 15, 2022 Wednesday, December 8, 2021
January 31, 2022 Thursday, January 6, 2022
February 15, 2022 Wednesday, January 19, 2022
February 28, 2022 Friday, February 4, 2022
March 15, 2022 Monday, February 21, 2022
March 31, 2022 Wednesday, March 9 ,2002
April 15, 2022 Thursday, March 24, 2022
April 30, 2022 Thursday, April 7, 2022
May 15, 2022 Thursday, April 21, 2022
May 31, 2022 Friday, May 6, 2022
June 15, 2022 Tuesday, May 24, 2022
June 30, 2022 Wednesday, June 8, 2022
July 15, 2022 Tuesday, June 21, 2022
July 31, 2022 Thursday, July 7, 2022
August 15, 2022 Monday, July 18, 2022
August 31, 2022 Tuesday, August 2, 2022
September 15, 2022 Thursday, August 18, 2022
September 30, 2022 Thursday, September 8 ,2022
October 15, 2022 Thursday, September 22, 2022
October 31, 2022 Friday, October 7, 2022
November 15, 2022 Friday, October 21, 2022
November 30, 2022 Friday, November 4, 2022
December 15, 2022 Friday, November 18, 2022
December 31, 2022 Tuesday, November 30, 2022

For more details on how these deadlines relate to pay days and weeks being paid, please refer to the HR Deadlines for 2021 chart [pdf] and the HR Deadlines for 2022 chart [pdf].

Visit the Payroll Office website for information about payroll deadlines and requirements and other useful forms. 


Absence Approval Deadlines

Managers and TL/ABS Approvers should ensure absence requests are submitted and approved in the Time and Absence System by 5:00 p.m. on the following dates:

Absence Processing Period  Absence Approval Dealines (due by 5:00 p.m.)
October 16 – October 31, 2021 Monday, October 18, 2021
November 1 – November 15, 2021 Tuesday, November 2, 2021
November 16 – November 30, 2021 Monday, November 15, 2021
December 1 – December 15, 2021 Thursday, December 2, 2021
December 16 – December 31, 2021 Friday, December 10, 2021

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