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Coronavirus: Get complete details about the university's response to COVID-19.

Human Resources and Payroll Project

Essential Updates for Student Hire Representatives

Teresa LimpalairIn her role of HR Systems Trainer for HCM, Teresa Limpalair sends regular emails to Student Hire Reps and HR Contacts. Each email is filled with timely alerts and important guidance. Below are all of Teresa's emails to Student Hire Reps since implementation of the new HR/Payroll system. (Click here to see her emails to HR Contacts.)

 Hello, Student Hire Reps!

I hope you are all staying well and getting used to telecommuting. Please be sure to read all the information below and don’t hesitate to reach out if you have questions.

  • Submitting W-4s via iTAMS - Due to the campus closure, the Payroll Office is now accepting submission of W-4 Forms online through the iTAMS system. This process has been established so that employees can securely submit these forms without having to worry about placing in the mail. Please review the attached document for step by step instructions. If you have questions regarding this new process, please reach out to the Payroll Office at payroll@mailbox.sc.edu.
    • Note that new or rehire student employees will not be able to access iTAMS until the day after their hire eForm is fully approved in HCM. Monitor your auto-generated emails from HCM PeopleSoft to know when the hire has been approved and then wait until the following day to notify the student they can go into iTAMS.
  • Student Employees Required to Attach Reduction in Hours or Termination Letter to EPSL Requests – As many of you are likely aware, student employees who are unable to work remote may be applying for the Emergency Paid Sick Leave (EPSL) as afforded to all employee types by federal Families First Coronavirus Response Act (FFCRA). I included the below note in the email to HR Contacts today, so if you are involved in the process please help ensure all student employees applying for the emergency leave have been provided a letter notifying of reduced hours or termination.
    • ‘Just a reminder that all temporary and student employees applying for emergency paid sick leave (EPSL) hours are required to attach the official letter from the department notifying or reduced hours or termination. We will not accept an email or text from the supervisor, nor are the governor’s executive orders acceptable for temps and students.  HR is recycling all EPSL requests from temporary and student employees not accompanied by one of these three letters. Temporary and student employees with multiple jobs must have a letter for each different EMPL record for which they are requesting the EPSL.’
  • Tips for Success while Working Remotely – In the midst of what can feel like chaos, I want to remind you that HR’s Office of Professional Development has put a ton of work into developing resources, strategies, and learning opportunities to help employees with the transition to remote work. Please visit the HR’s Remote Work Strategies webpage to access all of these great resources.
  • Continue to Routinely Check UofSC COVID-19 Webpage – Another quick reminder to frequently check the University’s COVID-19 landing page as it is the best way to see the most recent updates all in one place. President Caslen announced two virtual townhalls scheduled for next week: the first on Monday the 27th is for families and parents of students, and the second on Tuesday the 28th is for faculty and staff. Information on how to join these virtual townhall meetings will be posted to the COVID-19 webpage in the coming days. Please share with your students and supervisors as applicable.

Thanks!

Teresa

 Hello, Student Hire Reps!

I hope you are all doing well and staying safe. Please take time to read all of the important information below and keep your student employees and supervisors in the loop. Do not hesitate to reach out if you have any questions or concerns.

  • Students must be Enrolled in Current or Upcoming Semester Prior to Hire – Just a friendly reminder that students must be enrolled in the current or upcoming semester prior to you initiating the student hire in HCM. To hire students in the summer 2020 they must either be enrolled for summer courses or enrolled for the upcoming Fall semester. If you initiate the hire eForm prior to their enrollment, the eForm will be recycled back to you. Note you will need to initiate a new hire eForm once the student has enrolled as the previously created hire will not pull in the updated enrollment data.
  • Notification of Reduced or Zero Hours for Student Employees – For student employees who are unable to work remotely and/or no remote work is available for their position you and/or the HR Contact should be working to provide them the notice of reduced hours. Please note for hourly student positions you do not need to submit a Student Change Request form to actually change their hours in HCM, rather the student will simply not enter hours in iTAMS. For salaried student positions you should submit a Student Change Request if reducing hours so that pay is also reduced in HCM, since they do not enter time in iTAMS. If you have questions about a specific situation please reach out prior to submission of paperwork to HR so we can determine the best course of action together.
    • Remind your student employees that the notification of reduced hours or pending termination is the required attachment for all temporary and student employees requesting Emergency Paid Sick leave (EPSL). Executive orders or notification of closure is not accepted for temps and students requesting EPSL, and will result in the eForm being returned for edits which causes delays the approval process.
  • Approval of Emergency Leave Request eForms in HCM – We have been flooded with questions this week in regards to when the Emergency leave eForm requests will be approved. The central HR shop, and by extent the System central HR teams, are all hands on deck working as quickly as possible to review and approve these requests. Please remind the student employees that they will receive an auto-generated email from PeopleSoft when their request is approved or denied. The student should be sure their supervisor is on the email so they know what hours to approve in iTAMS.
  • Continue to Monitor UofSC Coronavirus Website – Please continue to monitor UofSC’s Coronavirus website as it is regularly updated with information that may not coincide with an email blast to all employees and/or students. As a Student Hire Rep you may need to aid in the dissemination of this important information to your student employees. Most recently Housing has published dates that students may begin picking up belongings left in residence halls, upcoming dates are: May 11, May 15, and May 22. In addition Housing is offering shipment of items for students who have returned home outside of the area. Please see the Housing ‘Move Out 2020’ webpage.
  • Payroll Hot Topics Webinar April 29th – The next Payroll Hot Topics webinar is scheduled for April 29th from 1:00-2:00pm and will take place via Microsoft Teams. This webinar will cover the following topics:
    •    ITAMS – Approval Process and Timing
    •   Direct Deposit
    •   Overpayments/Underpayments
    •   Current Retro Funding Change Process
    •   Combo Code Query
      • Use this link to enter the session: Join this Meeting
      • There is no need to register. To attend this live session, click on the Teams Meeting link above. If this is your first time participating in a Teams Meeting, the attached one-page job aid will walk you through the steps. 

Thanks!

Teresa

 Hello, Student Hire Reps!

I hope you are all staying safe, practicing social distancing, and not going too stir crazy working remotely. I have several important updates and reminders to share today so please be sure to read all information below.

  • Update to Student Change Request Form – In response to COVID-19, and in order to ensure accurate reporting measures, HR has added a new separation reason code in HCM ‘Separation - Related to COVID Event’. While HR continues to encourage remote working opportunities be extended where possible, we acknowledge there are situations where telecommuting is not an option. If you find yourself needing to terminate a student due to the current atmosphere and unavailability of telecommuting work, please be sure to use the new separation reason.
  • Student Signatures on Student Employment Information Form – Just a friendly reminder that HR accepts electronic signatures and legible photographs of the required Student Employment Information form. We know many of your areas are still hiring students as the work performed can be done remotely, so remember that you do not have to have original signature on the Student Employment Information form. For electronic signatures the Adobe Fill and Sign app is easy for students to download to their phone to acknowledge the form and then email back to you. We do not want to hold up a hire for the original signature.
  • Reminder I-9 Verification of Documents during COVID-19 – During this unprecedented time of telecommuting, the Federal Government is allowing I-9 identity and employment verification documentation to be validated via video chat (Skype, Zoom, etc.), but you as the I-9 initiator will still need to upload the documents to the I-9 Advantage case. Once you have visually verified all applicable documentation via Skype/Zoom the student will need to securely send you the documents. We are recommending utilization of OneDrive, Students and employees have a free OneDrive provided through Office 365 which is approved as a way to send confidential documents. 
    • The Division of IT has detailed information on using OneDrive on their website here.
    • If for reasons related to COVID-19 you are unable to complete the I-9 within 3 days of the student’s hire, please be sure to cite the reason as "due to social distancing during the COVID-19 pandemic".’
  • Sending Multiple Student Change Requests to HR Ops – If you are streamlining and sending numerous actions to HR at one time, please be sure to list all student names and USC IDs in the body of the email. This allows HR staff to ensure all actions you intended are actually received. Remember all email submission for student actions should be sent to studenthr@mailbox.sc.edu.
  • UofSC COVID-19 Website – I encourage you to get in the habit of checking our COVID-19 website daily as it is updated more frequently than my emails are sent! Yesterday (April 2nd at 6 pm) the below topics were added, please review all information and forward to students and or supervisors in your area as applicable.
    • In the interest of maintaining the health and safety of students, faculty and staff, the University of South Carolina will extend remote learning through the end of the Summer II semester (Aug 1) for the Columbia and Palmetto College campuses. See President Caslen's message for more information.
    • The university’s Faculty Senate voted to expand the pass/fail scale for undergraduate students and make it applicable to Spring 2020 classes. See more details in the message from Interim Provost Harding.
    • Under the guidance issued by the South Carolina Commission on Higher Education (CHE), the University of South Carolina will begin issuing prorated refunds to students for meal plans, parking permits and on-campus residential housing. See the Refund Statement for more details.
    • The university hosted two virtual town halls on March 30 and 31. If you were unable to join live, you can now view the recordings from the students and families session and the faculty and staff session.
    • May commencement ceremonies have been tentatively rescheduled for August 7 and 8, 2020. The Schools of Medicine in Columbia and Greenville are also planning alternate ceremonies, dates to be determined.
    • Students with belongings in residence halls will have the opportunity to retrieve them at a later date when it is determined by state health officials that it is safe to do so. See University Housing for more details.

Thanks!

Teresa

 Hello, Student Hire Reps!

I hope you and yours are well and staying safe. Today’s email focuses on COVID-19 and how it impacts our students/student employees, please be sure to read all information and reach out if you have any questions.

  • UofSC COVID-19 Website – We recommend that you check the Coronavirus webpage daily to ensure you have the most current and up-to-date information. The website posted updates as recent as 5pm yesterday, March 26th. Please be sure to pass applicable information along to both supervisors and student employees. Some pertinent information for students listed below:
    • The University of South Carolina campus is closed through the end of the spring semester.
    • Virtual instruction will begin on March 23 and will last through the conclusion of final exams.
    • *May commencement ceremonies have been tentatively rescheduled for August 7 and 8, 2020.*
    • Students with belongings in residence halls will have the opportunity to retrieve them at a later date when it is determined by state health officials that it is safe to do so.
      • University Housing is working on a schedule for students to pick-up belongings in the residence halls. Updates related to housing and the belongings collection schedule can be found on the Coronavirus Residential Update webpage.
    • The South Carolina Commission on Higher Education (CHE) is developing a coordinated policy on refunds (parking, housing, meals) for all state colleges and universities. The University of South Carolina is committed to issuing refunds within the CHE’s structure. We will keep students and families updated when more information is available.
  • Mental health and Well-Being – With so much on our plates it may be easy to let the less transactional items slip from our minds, but let’s not forget our student’s mental health during this strange and isolating time. The below information can be found on the University’s COVID-19 webpage and was included in a message from President Caslen to parents and families on March 25th.
    • ‘In a time when students must distance themselves physically from each other, it's more important than ever that they keep in touch with their campus community in other ways. The university is providing avenues for students to do just that. Not only can they meet with peers and staff for virtual academic support, but students also can take an exercise class on Instagram or participate in our Midday Meditation classes on Facebook.’
  • Work from Home Creativity – Just a friendly reminder that supervisors should be creative in developing telecommuting assignments and to consider activities outside of the employees’ normal day-to-day job functions. This consideration should be extended to all employee groups including students. Below are a few ideas that were covered in the memo sent to HR and Business contacts on March 20th.
    • Projects which can be done offsite.
    • Tracking COVID-19 related activities through telephone or email communication with coworkers.
  • Administrative tasks which can be performed using personal computer equipment and do not require access to confidential information.
  • Low or no-cost e-learning and virtual training opportunities that support the mission of the department.
  • Research on issues important to higher education or unit priorities.
  • Process documentation, including creation of standard operating procedures, flowcharts, checklist, etc.
  • Review of current business processes to identify opportunities for increased effectiveness and efficiency.
  • Review of your department’s online resources to identify necessary updates.
  • Employees can be asked to contact members of the public to provide status updates or answer questions.

Thanks!

Teresa

 Hello Student Hire Reps!

Today’s email is primarily focused on updates/announcements and some work related information in response to COVID-19. Please do not hesitate to reach out if you have questions or concerns.

HR and Payroll Related Announcements:

  • Reminder HCM System Scheduled Outage – Just a quick reminder that HCM is scheduled to be down for updates starting today, Friday March 20th, at 4:00pm. The system is targeted to be back up and running by Monday morning, March 23rd. During the outage no actions can be initiated or approved in the system.
  • Postponing the Payroll Hot Topics Webinar – The Payroll Hot Topics webinar scheduled for March 25th has been postponed. Stay tuned to these weekly emails for the rescheduled date and time.
  • Reaching out to HR – The Division of HR is here for you and we want to continue to provide the level of service you have come to expect. As I mentioned earlier in the week, email is now the method of contact for our staff. To help us serve you better, please include the employee’s USC ID and EMPL record in the subject line of your email (if applicable).

Important Work Information Surrounding COVID-19:

  • Important I-9 Advantage Update re: COVID-19 – The following message is sent on behalf of the Department of Homeland Security. ‘The employee must complete Section 1 in I-9 Advantage, and the employer must complete Section 2 with the appropriate documents to be examined by an authorized representative. In order to accommodate everyone during this pandemic, we will allow you to skype the employee to view their documents.  The List A documents will then have to be uploaded to I-9 Advantage.  You can submit the case to E-Verify and the case will be processed.  If you do not complete the I-9 within 3 business days, please list the reason as "due to social distancing during the COVID-19 pandemic".’
    • The only impact with DHS office closings is the delay in resolving Tentative Non Confirmations (TNC).  An employee will not be able to resolve TNC at the local office.  If an employee wants to contest the results, he/she can move forward as normal, but needs to add a comment that he/she cannot visit a local DHS office due to the pandemic.  Once DNC offices have reopened, the employee will go to their local DHS office to review his/her case.
    • Keep informed by visiting the Alerts and Announcements section on the I-9 Advantage Dashboard.

Thanks!

Teresa

Hello, Student Hire Reps!

 Please be sure to read all information carefully, and don’t hesitate to reach out if you have any questions or concerns.

  • HCM PeopleSoft Scheduled Outage March 20th – The HCM System Support team has been diligently working to prepare for an upgrade to ‘HCM PeopleSoft. This upgrade will be applied to the live HCM environment during the weekend of March 21st. HCM is scheduled to be down from 4:00pm Friday March 20th through early Monday March 23rd. During this down time no eForms can be initiated, approved, or executed in the system, nor will manual entry of actions be possible. Please plan your actions accordingly. The central HR teams will be working feverishly to ensure all actions submitted by the established deadlines will be approved prior to the scheduled down time.
  • COVID-19 Website and Important Information - The University now has a dedicated website for all things COVID-19 including crucial information on applicable policies, telecommuting, academic continuity, and memos for HR and Business Contacts. Please take the time to review all information on this webpage and apply to your areas as applicable. Information specific to student employees is shown below:
  • All Organizational and Professional Development Training Courses Postponed – The following information was sent via email yesterday afternoon to the training listserv. ‘As a precaution, all training courses offered by the Division of Human Resources’ Office of Organizational and Professional Development are postponed for three weeks beginning Friday, March 13, 2020. We will reassess the situation and provide updates on courses scheduled after Friday, April 3, 2020 as the university continues to monitor the impact of COVID-19 in South Carolina.  It is our desire to do everything that we can to protect the health and well-being of everyone on campus and their families.  The cancelling of all OPD training events on campus for this period of time will allow us the opportunity to maintain the “social distancing” that is recommended to prevent the spread of the coronavirus.  All registered participants will be notified by email and courses may be rescheduled at a later time. Thank you for understanding and we apologize for the inconvenience.’

Thanks!

Teresa

Hello, Student Hire Reps!

If you are also an HR Contact, please note the webinar information is repeated from the HR Contact update email. Be sure to read all information carefully and do not hesitate to reach out if you have questions or concerns.

  • Example on How HCM PeopleSoft Pays a Salary – Big thanks to the Payroll team for providing the information for this explanation and example. HCM looks at each position holistically so if a department hired a salaried employee effective either the 1st or 16th of a month and ending on the 15th or last day of the month, the system will generate equal semimonthly amounts for each payroll. If the department hires the employee on a day other than the 1st or 16th of a month the system will pro-rate the first paycheck to reflect only the days worked in that pay period. If the appointment is slated to end on a day other than the 15th or last day of them month, the last paycheck will be pro-rated for days worked. Examples below:
    • If a department hires a salaried student from 8/16/2019 – 12/31/2019 at $9000.00, HCM will generate a semimonthly amount of $1000.00 and distribute equally across the 9 pay periods.
    • If a department hires a salaried student from 8/25/2019 – 12/31/2019 at $9000.00, HCM will generate a semimonthly amount of $1064.52. The first paycheck, being pro-rated, will only pay for days worked in that payroll and the other full payrolls will have a semimonthly of $1064.25:
      • 1st Payroll – Paying for days worked from 8/25-8/31 = $483.87 (11 work days in this pay period divided by the semimonthly amount multiplied by the total of days worked. 11/1064.52*5=483.87)
      • 2nd – 9th Payrolls – 8 equal semimonthly payments of 1064.52
      • Total gross to salaried employee = $9000
  • Reminder: Summer Compensation Webinar March 16th – The Summer Compensation Webinar is coming up on March 16th from 2:30 – 4:00pm. To participate in this webinar, please register online. If you have any questions regarding summer compensation, please contact HR Operations and Services at 803-777-3111. This webinar will include updates on the following topics:
    • Faculty Summer Compensation
    • Graduate Student Summer Compensation
    • International Student Summer Employment
    • Summer Payroll Schedule
  • Payroll Hot Topics Webinar Series – This information is shared on behalf of the Payroll Team. The second Payroll Hot Topics webinar is scheduled for March 25, 2020 from 9:00 – 10:00am. This webinar series provides information, tips and training relating to Payroll in HCM PeopleSoft. There is no need to register for the session, simply click this link 15 minutes prior to the start of the session. To attend the live webinar, click on the Adobe Connect link above, and follow the on-screen prompts. Enter the session as a guest and sign in using your first and last name. This webinar will cover the following topics:
    • iTAMS – Approval Process and Timing
    • Direct Deposit
    • Overpayments/Underpayments
    • New Retro Funding Change Process
    • Combo Code Query

Have a great week!

Teresa

Hello, Student Hire Reps!

As you sip your Monday morning coffee or tea, please take time to read all of the information below. Do not hesitate to reach out if you have questions or concerns.

  • Student Hire Email and Contact – Just a quick reminder that all student hire and student change request paper forms should be submitted to studenthr@mailbox.sc.edu. You can send inquiries to this email account as it is monitored by multiple employees in HR Operations. Please also remember to call HR Operations first if you have questions or concerns regarding a student employee’s compensation or job data. As you know, HR has two dedicated Student Hire Specialists as well as other team members who assist with escalated or challenging situations. When an issue arises that involves compensation or other pay matter, HR works hand-in-hand with the Payroll team to determine best course of action.
  • Supervisors who Separate – Please remember that when a supervisor of a student employee separates from UofSC, a supervisor change must be initiated via the Student Change Request form. This applies to all student employees, regardless of FLSA status, even if the student does not submit weekly time in iTAMS. This is applicable for all employee types, not just students, as no employee should have a supervisor of record who no longer works at UofSC. Also note you cannot list an ‘inactive’ supervisor on the Student Hire eForm. We often see this issue if a temporary employee is supervising the student but the Student Hire is initiated during the temporary supervisor’s 2 week break period. Your area HR Contact is able to tell you once the supervisor is ‘active’ in HCM.
  • 2019 Form 1095-C Distribution – The 2019 Form 1095-C will be distributed the week of March 2. For active student employees who consented to receive their Form 1095-C electronically, the form is available in PeopleSoft HCM Self Service.  A notification will be in the UofSC Today Monday edition on March 2, 2020. For those who did NOT electronically consent to receive their Form 1095-C, the form will be mailed to the address listed in PeopleSoft HCM. For student employees who are no longer employed by the University, the form will be mailed to the last known address listed in PeopleSoft HCM. Please allow time for mailing. Please direct any student employee with questions regarding their 1095-C forms to the Benefits Office at BENEFITS@mailbox.sc.edu or (803)777-6650.
  • HR Deadlines and What they Really Mean – HR actions must be in received in the applicable HR Office by 12:00pm/noon on that date to ensure HR staff has time to review and approve the action for the requested payroll. The HR Deadlines are driven by the Payroll Office deadline for each pay date. As you have read in previous email communications, prior to each pay date the Payroll component in HCM is placed on ‘lockdown’ so that the Payroll Office team can work diligently to reconcile pay actions for the upcoming payroll – during this time no eForm will ‘execute’ nor can the HR team manually enter HR actions. When the ‘lockdown’ is lifted that means the Payroll data has been confirmed for the upcoming pay date. Actions received after the HR deadline will be reviewed and approved as time allows, but it is best to assume these late actions will not be in for that Payroll.
    • For example: For the 2/29 payroll (pay date of 2/28), the HR deadline for actions to be at central HR was noon on Friday, 2/7. The deadline for HR to have these actions approved and in HCM for Payroll was 5:00 PM, Thursday, 2/20 – component lockdown was initiated at 5:15pm. This means HR had 9.5 working days to review and approve all actions for this payroll. Once on component lockdown, HR could not initiate or approve any other actions for the 2/28 pay date.

Have a great week!

Teresa

Hello, Student Hire Reps!

I hope you all stayed cozy with the crazy weather yesterday, our colleagues in the Upstate had snow! I have several important reminders and updates to share today, so strap in for a lengthy email. Please be sure to read all information and don’t hesitate to reach out if you have questions or concerns.

  • Student Name Changes/Corrections for Graduation – Please note that this functionality remains with the Banner System. Once a name is updated in Banner it flows through the interface to HCM, but it does not work in the reverse order. Students who need to correct or change their name for graduation should contact the Registrar’s Office.
  • Changing Work-Study Students to Non Work-Study – When a student is moved from work-study to non-work-study the department must submit a separation on the work-study position and then initiate a new Student Hire eForm in HCM for the non-work-study position.  Please do not submit a Student Change Request form to switch the job code of a student from a work-study to non-work-study, these will be returned to the initiator. Should you have questions about accounting changes for Federal Work-Study students please reach out to Shirl Scott SCOTT53@mailbox.sc.edu in the Office of Financial Aid and Scholarships.
  • Using eForm ‘Comments’ Section for Late Justification – HR has heard loud and clear from end-users that the requirement of an actual memo justification for late actions adds processing time to an already late action. Upon consulting with the HCM System Support team, HR is happy to announce that we will be accepting late justifications written in the ‘Comments’ section at the bottom of the Student Hire eForm (remember you have to click the word ‘Comments’ to expand the freeform text box). HR will still be tracking the reasons, so please be sure to include all required information as noted in my email last week (listed below for quick reference).
    • Name of employee – Even though the comments are on the eForm, we still want you to list the employee’s name. USC ID for the employee is ideal, but not required.
    • Detail the situation – Provide a sentence or two detailing the situation which led to the late submission.
    • What is being done to prevent future late submissions – One of the newer requirements for late memos is to explain what fixes are being put in place within your unit to reduce the number/frequency of late submissions. HR has started tracking these responses and if patterns surface the information will be relayed to the area.
  • Two Important Reminders from I-9 Advantage – If you have questions or concerns about the below listed topics please reach out to Kris Mayer KMAYER@mailbox.sc.edu or Joyce Riley JOYCEF@mailbox.sc.edu in HR Operations.
    • Please do not complete an I-9 Advantage case until the candidate has accepted the employment offer. If you create a case in E-Verify for an employee whose first day of employment is 90 business days in the future, you will receive a message similar to the one below from I-9 Advantage:
      • “We are unable to process your case at this time; your form has been saved on the Dashboard and is available to complete at a later time.”
      • If you choose to complete the Form I-9 more than 90 days from the first day of employment, you will have to remember to initiate the E-Verify action at a later date.
    • Please be aware when you are checking the status of an I-9, a ‘Case Closed’ message does not mean that the case is actually closed and the I-9 is accurate and complete. ‘Case Closed’ may also mean that the case is invalid because the data entered is incorrect, or the case is invalid because another case with the same data already exists.
      • When you search for the employee and click on their name, the Form Summary will appear. In the E-Verify Information section of the summary, check the initial case status, closed reason, and current case status to determine the reason the case was closed. ‘Employment Authorized’ tells you that the I-9 is accurate and complete.
      • For HR Representatives initiating I-9’s, please ensure that you follow through with every step of the I-9 Advantage process until you see ‘Employment Authorized’ in the Form Summary. You must follow up with all I-9’s that have been placed on hold because of a tentative non-confirmation, no social security number, no List A documents attached, expiring work authorizations, etc.
      • If you see Red text on the Dashboard, you need to take further action to close the cases.

Phew, that was a lot of information! As always, don’t hesitate to reach out if you have questions or concerns.

Thanks!

Teresa

Hello, Student Hire Reps!

Please be sure to read all of the information below. Don’t hesitate to reach out if you have questions or concerns!

  • Submission of Student Hire/Change Paper Forms to HR – Just a friendly reminder that all student hire related paper forms should be submitted to studenthr@mailbox.sc.edu, our designated student employment email address. Please do not email completed forms to specific HR employees unless directed to do so in extenuating circumstances.
  • Late Memo Requirements – We want to ensure all relevant contacts are aware of the requirements for the late memos. As you know, late memos for all HR actions initiated on or after the requested effective date, but what key content is HR looking for?
    • Name of employee – Submitting a ‘generic’ late memo with no employee name will result in the action being delayed further as we reach out for clarifying details. USC ID for the employee is ideal, but not required.
    • Detail the situation – Provide a sentence or two detailing the situation which led to the late submission.
    • What is being done to prevent future late submissions – One of the newer requirements for late memos is to explain what fixes are being put in place within your unit to reduce the number/frequency of late submissions. HR has started tracking these responses and if patterns surface the information will be relayed to the area.
  • Making a Change to End-Dates and Salary – HR has seen a high volume of Student Change Requests forms coming in with contradicting information and/or once HR makes the change requested we are being told that was the incorrect change. If there is conflicting information between the reason/actions for change and the comments section of the request, HR will reach out for clarification. Salary and appointment dates are connected so if you change one, likely the other should be updated as well to avoid over/underpayment. If you are ever unsure about what changes are necessary to achieve the desired outcome for a specific situation, please reach out!
    • For example: If you hire a salaried student from 8/16/2019 – 12/15/2019 for $7,500, they will receive that amount during that time period (pending they do not resign prior to 12/15). The employee will be paid a specific ‘per pay period’ amount which is computed based on the start and end-date of the appointment in conjunction with the salary. For this scenario the per pay period amount would be $937.50. If on 12/1/2019 a request is submitted to change the end-date to 5/15/2020, the system will continue paying the above listed per pay period amount through May. HCM does not see this end-date change and automatically recalculate the $7,500 salary over the extended appointment period. If the unit intended to lessen the per pay period amount, a salary change should have accompanied the end-date change to reflect the full picture.
  • Graduate Student Actions Must Route to Graduate School – Reminder that all salaried graduate student actions require approval from the Graduate School prior to submission to HR. This workflow automatically occurs on the Student Hire eForm, but it is up to you to send paper forms to Graduate School for approval. Failure to route these forms to the Graduate School will result in delayed processing of the action which could have negative downstream impacts such as overpayment. Please note Graduate School approval is required on all reasons for change, including separations.

Thanks!

Teresa

Hello, Student Hire Reps!

I’m writing to share an updated version of the Student Change Request paper form. HR Ops realizes this process is often confusing, so we have added instructions to the form and changed several fields in hopes for improved communication. The updated form is located on the HR Toolbox under Student Employment, please begin using this version for all changes submitted on or after today. 

Please read the below bullets for important help text and information for using the updated form. As always, don’t hesitate to reach out if you have questions!

___________________________________________________________________________

Instructions added at top of form and additional information:
  • Salary Changes effective the 1st or 16th only – This is consistent with current practice for all other employment types. This only applies to salaried students, hourly students are not held to these dates.
  • Effective Date of Action – This is the date the requested action will be implemented.
  • Appointment Start Date and End Date – Should reflect current appointment dates for most actions, new end date may be entered here to reflect request for extension.
    • For an end-date extension you must address any corresponding changes to salary in the comments section, otherwise the salary will continue to payout at the current ‘per pay period’ amount and often results in overpayment. 
    • If the salary is not changing, enter the current salary in both ‘from’ and ‘to’ fields.
  • Appointment begin dates cannot be change retroactively.  If the incorrect hire date is used, the original hire must be separated and a new hire initiated.
  • All employee and department information (fields from USC ID to Resp Code/Operating Unit) must be completed or the form will be returned.
    • Please ensure the correct EMPL record number is listed so that the changes are made to the correct position. Citing the wrong EMPL record can lead to anything from termination of the incorrect position to salary increases being charged to the wrong budget. Your HR Contact can quickly provide the EMPL record for you.

Changes to form fields and additional information:

  • Changes to salaried employees will apply to their existing appointment basis.
  • Salary Rate FROM and TO – As of the requested effective date.  The salary should reflect the actual commitment for the appointment dates, to include any change due to appointment extension.  
    • Do not Annualize the salary or list a per pay period amount this will cause severe salary over or underpayment to the student.
  • Hourly Rate FROM and TO –As of the requested effective date.
  • Last Date Worked – If position is separating early this is the actual last day the student works.  This date should also reflect as the Appointment End date in the top section of the form.
  • Department number, Supervisor Name and Emp ID, Job Code – These fields should also reflect FROM and TO.  Please note that once a position has ended, we cannot make these type changes in Job Data.
  • Explanation of Changes – Please provide any supporting information. If this form is received in HR Ops on or after the effective date, it is considered late and must be accompanied by a late memo. Late justification should include why the action is late and what steps you are taking to prevent future occurrence. 
    • Remember to plan ahead to allow time to route through all the required approvals!
  • Signatures – Please be sure to provide your printed name and contact number so HR knows who to contact with questions.  Some colleges are assuming oversight of student hires, so a line for College/ Division level approvers has been added. As with previous versions of the form, Graduate School and Financial Aid approvals are required for Graduate Students or Federal Work Study students.

Have a great Friday!

Teresa

Hello, Student Hire Reps!

Before we head out for the first long weekend of 2020, I have a few important updates and reminders to share. Please be sure to read all information (and attachments) carefully and let me know if you have questions or concerns.

  • 2020 W-4 Changes – There are significant changes to the Federal W-4 form for 2020 which led to the creation of a State of South Carolina W-4 form. The below blurb is sent on behalf of the Payroll Department, with additional information on the Payroll website.
    • The IRS and SCDOR released new W-4 forms attributed to 2020.  Student Hire Reps should assist especially with new hires to ensure that both the federal and state W-4 forms are completed as required and submitted to the Payroll Office. The payroll website has several helpful resources/links that employees may find useful as they complete the forms.   
    • Updated Student Employment Information Form – HR has updated the Student Employment Information form  to include information and links to the new Federal and State of South Carolina W-4 forms. Please ensure you are having students sign the most current version so they have all applicable information at their fingertips. The updated version of the form has been added to the HR Toolbox.
  • Entering funding Distribution in eForms – HR has seen an increased number of duplicate combo codes in the funding distribution section on eForms, which causes the eForm to go in error. Please note that any given combo code should only be listed on one line in the distribution grid. When an eForm is in error, the processing time increases as the action has to be recycled to the initiator for edits - on a student hire eForm can potentially lead to delayed hire and receipt of first payment.
  • Reminder: Late Memos Required for Student Change Actions – HR continues to align student employment with existing practices and procedures for other employee types. Any student change request form initiated on or after the requested effective date is considered late and must be accompanied by a late memo. This late memo should detail the reason for lateness as well as the steps being taken internally to ensure this doesn’t happen again. HR will be tracking these memos to find any underlying patterns. This memo is crucial during employment audits on all employee types. If a retroactive change request is submitted without a late memo, it will be returned to you.
  • Reminder: Account Changes are Not Submitted on the Student Change Request Form – Just a friendly reminder that account changes for all employee types (current and future) are submitted using the Account Change eForm in HCM. Please do not include an account change in the comments section of the Student Change Request form as this form does not go to Payroll. If you need to make a position/pay change and an account change for a student you must process the two actions separately, but they can be submitted with the same effective date. Please let me know if you need assistance with a specific scenario.

Thanks!

Teresa

Hello, Student Hire Reps!

I hope you had a restful winter break and that you’re ready to dive in to the first semester of the new roaring 20s. This email is filled with crucial reminders to cover the last few weeks, so it is lengthier than usual. Please be sure to read all information and do not hesitate to reach out if you have questions.

  • Be Cautious when Entering Dates – As we start a new year, please be cautious and review all dates entered both in HCM and on paper forms. We have already had a few student hire eForms slip through the cracks with hire dates sited as 1/16/2019; had these not been caught quickly by HR the student would have been severely overpaid. Use your eagle eyes to help us make sure student hire and change dates accurately reflect 2020!
  • Student Employment Information form Required – A friendly reminder that all student hire eForms (including rehires) must be accompanied by a signed copy of the Student Employment Information Form. Once a student signs the Student Employment Information form, that copy can be used for subsequent hires. The old ACA Acknowledgement form will not be accepted in lieu of the new form. Incorrect attachments will cause the eForm to be recycled to the initiator which could delay the hire being approved.
  • Supervisors must be Active in HCM – Just before the winter break we saw an uptick in Student Hire eForms erroring due to supervisor being inactive. If you do not have the ‘HR role’ for your area, please be sure to check with your Department or College/Division HR contact to make sure supervisors are active in HCM. Errors in eForms cause delays in the hire being processed and could potentially lead to delayed compensation to the student.
  • Listing the Correct EMPL Record on Change Requests – I want to stress the importance of listing the correct EMPL record number when completing the Student Change Request form. I currently have a situation where EMPL record 0 was listed on a request to terminate a student, but the department wishing to terminate actually belonged to EMPL record 1. The incorrect position was terminated which in this situation meant the student missed a paycheck. If you do not have access to pull EMPL record information, please work with your Department or College/Division HR contact.
  • Hiring Students from Another Campus – You can hire students who are enrolled at another UofSC campus, but not through the Student Hire eForm. Due to security in HCM, students are linked to the campus or ‘business unit’ where they are enrolled which cannot be changed on a hire eForm. To hire ‘cross-campus’ students simply complete the paper Student Hire Request form and submit to HR Ops at studenthr@mailbox.sc.edu. If you have questions about a specific situation don’t hesitate to reach out.
  • Once a Student has Graduated & What to do if they Withdraw? – I want to remind you that students who have graduated cannot remain in a ‘student employee’ position. If you have a situation where a supervisor wants to ‘keep’ a newly graduate student as an employee, the student must be hired as a temporary employee through the PeopleAdmin system. Your Department or College/Division HR contact will handle the ‘quick hire’ process in PeopleAdmin. Recall from previous emails that student employees cannot also be active as another employee type, so the student hire must terminate before they can hired as a temporary. Note that the same rules hold true if a student withdraws from all classes – they cannot remain in a ‘student employee’ capacity.

Have a great weekend!

Teresa

Hello, Student Hire Reps!

This week I have only three items to share, but they are all crucial. Please be sure to read all information thoroughly and do not hesitate to reach out if you have questions or concerns.

  • Student Change of Address Form – As many of you are aware there are ongoing issues with the Banner interface bringing student address changes into HCM. We do not yet have a timeline on when this situation will be remedied so HR has created a Student Address Change Request form - email me for a copy of this form. It is imperative that the correct mailing address be in HCM so that official employment correspondence and Tax Forms such as W2 are delivered correctly. Please provide this form to any student employee needing to update/change their mailing address in HCM. Note that students will still need to maintain their addresses in Banner separate from this form. Completed forms can be hand-delivered to HR Ops (8th floor of 1600 Hampton street) or sent via email to studenthr@mailbox.sc.edu.
  • New Autogenerated Email to Students at time of Hire – Based on your feedback, HR and the HCM System Support team have built an automated email to student employees when their hire eForm is approved! This is similar to the email received by all other employee types at time of hire. This email contains important links including one to the FAQs of Student Employee access in HCM. Sample email below for your reference:
  • Late Memos Now Required for Student Change Actions – HR continues to align student employment with existing practices and procedures for other employee types. Any student change request form initiated on or after the requested effective date is considered late and must be accompanied by a late memo. This late memo should detail the reason for lateness as well as the steps being taken internally to ensure this doesn’t happen again. The inclusion of this memo is crucial during employment audits. If a retroactive change request form is submitted without a late memo, it will be returned to you. Your Department or College/Division HR Contact has been required to submit these memos for years and should be able to assist if you have questions.

Have a great weekend!

Teresa

Hello, Student Hire Reps!

Happy last day of classes for the Fall Semester! I know you are all insanely busy with end of term business, but please take a moment to read the below reminders and updates. Do not hesitate to reach out if you have questions or concerns.

  • HCM Lockdown for 12/15 Payroll – The HCM Payroll Component Lockdown for the 12/15 payroll began Wednesday 12/4 at 4pm. Recall that this lockdown occurs each pay cycle while the Payroll team works diligently to confirm the pay data. You may submit student hire eForm actions as usual, but anything approved by HR during this time frame will not ‘execute’ in the system until after the lockdown is lifted. HR is unable to process paper Student Change Request forms during this time.
  • Update to Salaried Student Pay Rate Change Process – In an effort to standardize and align the student employment process with all other employee types at USC, the decision has been made that salary changes must be effective on the start of a pay period. Pay periods begin on the 1st and 16th of the month. Please note this only applies to salaried students and is only required on actions where you are increasing or decreasing their salary. All other student change actions will continue to occur on whatever calendar day the action is effective. This change does not impact students that are paid an hourly rate. If you have questions about a specific situation please reach out and we will walk through it together.
  • Questions about a Student Employee? Call HR First – We know that the transition of student employment management from the Payroll Office to the HR Office has been confusing for some end-users. As you know, HR has two dedicated Student Hire Specialists as well as other team members who assist with escalated or challenging situations. If you have any questions or concerns regarding a student employee please reach out to HR first. If a situation involves compensation or other pay matter, the HR team will work hand-in-hand with the Payroll team to come to determine best course of action.
  • Avoiding I-9 Duplication – Just a friendly reminder that valid I-9 duplication is a finable offense during a USCIS audit. To avoid potential duplication, any time you are hiring a student employee who has worked for USC previously pause and contact HR Operations. When contacting HR please have the student’s legal name and SSN (if available).
    • Please contact one of our Student Hire Specialists:
      • Debbie Richardson 803-777-3253
      • Crystal Rivers 803-576-7232

Thanks!

Teresa

Hello, Student Hire Reps!

I have a few items to share before you head home to avoid the chilly rain. Please be sure to read all information and do not hesitate to reach out if you have questions or concerns.

  • 2020 Deadlines to Submit to HR – Now posted to the HR Toolbox landing page are the 2020 deadlines to submit actions to HR (scroll halfway down the page). Historically we have only published these deadlines 6 months at a time, but the entire 2020 calendar year is available! Please be mindful that actions are due by 12pm noon on the deadline date listed. Also remember that the deadline listed is when the actions must be ‘in HR’ not simply initiated in the workflow.
  • Terminated Employees Access HCM Self-Service for 45 Days – Just a friendly reminder that terminated employees can access HCM Self-Service functionality for 45 days after separation. For students this means they have 45 days continued access to the ‘Payroll’ tile in HCM (all other information is maintained through Self-Service Carolina). If a student employee is separating soon please remind them of this timing and alert them to download or print any and all paystubs (these may be needed for future purchases or loans). If the 45 day window passes and the student needs paystubs they should reach out to the Payroll Office. Here is a quick reference to HCM Self-Service for student employees.
  • Hiring Students After they’ve Graduated – As we draw nearer to December 2019 graduation, I want to remind you that graduated students cannot remain in a ‘student employee’ position. If you have a situation where a supervisor and newly graduated student want to extend previous position, the student must be hired as a temporary employee through the PeopleAdmin system. Your Department or College/Division HR contact will handle the ‘quick hire’ process in PeopleAdmin. Recall from previous emails that student employees cannot also be active as another employee type, so the student hire must end before they can hired as a temporary.

Have a wonderful weekend!

Teresa

 

Hello, Student Hire Reps!

I hope you are staying warm during this first cold snap of the season. Please be sure to read the below information carefully. Do not hesitate to reach out if you have questions or concerns!

  • Upcoming End of the Year HR Paperwork Deadlines – Yesterday a memo was sent to HR and Business Contacts with the below information. Please ensure any year-end student changes and January 2020 student hire actions are submitted timely for the following deadlines:
  • Pay Period Ending Deadline to Have Actions to HR (by noon)
    12/15/19 11/20/19
    12/31/19 11/25/19
    1/15/20 12/11/19
  • Student Change Form Effective Dates – This week we have had a number of Student Change Request forms submitted with a future date in the ‘effective date’ field and then a different date listed in the comments section. In order to ensure changes are made correctly the first time, please put the true effective date requested in all fields. For example: if you need to alter a student’s compensation back to the date of hire, please list the hire date in the ‘effective date’ field; whereas if you need to update a supervisor effective today, use the current date. If you have questions about specific scenarios you can reach out to me or the Student Hire Specialists at studenthr@mailbox.sc.edu.
  • Funding/Account Changes for Students are through Payroll – Just a friendly reminder that account changes for student employees should not be submitted via the Student Change Request form. HR does not edit funding for any employee group, that is handled through Payroll via two eForms in HCM. Access to these eForms is authorized by the Payroll Office. Many of your College/Division HR and Budget teams have a centralized way they handle funding changes for students – please reach out to them first if you need to make a change.

Have a great weekend!

Teresa

Hello, Student Hire Reps!

Please be sure to read the below information to ensure you are up-to-date with current student hire processes and procedures. Do not hesitate to reach out if you have questions or concerns.

  • Reminder of New Required Form for Student Hires - Replacing the old ACA acknowledgement form is the ‘Student Employment Information form’ which incorporates ACA acknowledgement along with several other important aspects of student employment. This form is designed to be sent electronically so the student can access the imbedded links. The student can sign electronically (there are several free apps including Adobe Fill and Sign) which allows you to initiate the student hire eForm in HCM before they arrive on campus.
    • This form is required for all new student hires initiated after 9/27/19 and will be the required documentation for rehires after that date. Once the student signs this form you can use that version for subsequent hires. Student Hire eForms submitted with the old ACA acknowledgement attachment will be recycled to the initiator for correction.
  • Student Change Request and Manual Hire Request Paper Forms: Responsibility Code RequiredOn both of the paper forms related to student hires (Student Change Request and Manual Hire Request) the Division/College Responsibility Code field is required. The responsibility code is how HR Ops knows where to send tracking notifications and is also how we report on paper/manual HR actions. Please ensure all of your staff who are responsible for completion of paper documents know their code and include it on the documents when space is provided for it. Future documents without this information will be returned. If you do not know your responsibility code, please reach out to your College/Division level HR office.
  • Don’t Email Personal Identification Information! – Over the past couple weeks we have seen an uptick in the volume of emails containing personal identification documents or numbers. Please note that USC email is not a secure way to transmit confidential/personal identification information to HR. The safest way to ensure your information lands in the right hands is to deliver the documentation in person to the relevant HR Office. Please do not email: social security numbers, scan of social security cards, driver’s license, marriage licenses, etc. Email submission of these documents/information will not be accepted by HR.

Have a great weekend!

Teresa

Hello, Student Hire Reps!

Please be sure to read the below information carefully. I will be out of the office next week so there will not be a weekly email update, but the emails will be back on track Friday 11/1!

  • Component Lockdown – The HCM Payroll Component Lockdown for the 10/31 payroll will begin on Tuesday 10/22 at 5pm. This lockdown occurs for a few days each pay cycle while the Payroll team works diligently to confirm the pay data. You may submit eForm actions as usual, but anything approved by HR during this time frame will not ‘execute’ in the system until after the lockdown is lifted. HR is unable to do any ‘manual’ changes to Job Data during this time which means any Student Change Request forms received will not be entered until the lockdown is lifted.
  • Required Attachment is new Student Employment Information Sheet – Just a friendly reminder that the required attachment on all student hire eForms initiated after 9/27/19 is the Student Employment Information form. The ACA acknowledgement form will no longer be accepted and the action will be recycled to the initiator for edits. Please provide this form electronically to the student as it contains several useful links. Once a student signs this form, you may utilize for future hires.
  • Recycled Action = Workflow Terminated – If HR Ops recycles an eForm back to the initiator for edits, the workflow will show as ‘terminated’. Do not worry! The ‘terminated’ status is telling you is that the previous workflow has ended because the action was recycled. Once the initiator resubmits the action the workflow will reactivate and show as ‘pending’. Remember the action has to go all the way back through the workflow once resubmitted.
    • Check the ‘Signature/Action Log’ – If you see the workflow showing as ‘terminated’ you can always check the signature/action log to see the bigger picture. It will accurately show the action as ‘recycled’ (screenshot below).

Thanks!

Teresa

Hello, Student Hire Reps!

  • EMPL Record Number vs. eForm ID Number – We are still receiving a high volume of Student Change Request forms without EMPL Record number listed, or the number listed is the eForm ID. This delays processing time because HR Ops has to reach out to the department to determine the correct EMPL Record. Delayed processing time means the student’s compensation may also be delayed.
    • EMPL Record Number - An EMPL record (or employee record number) serves as the identifier for a specific employment instance, and is crucial in identifying employees with more than one appointment. These numbers start at 0 and go up from there. The EMPL Record field is required on the Student Change Request form so that the HR staff knows which employment instance the changes are associated with.
    • eForm ID – The eForm ID is not the same thing as an EMPL Record. eForm ID is a number that is autogenerated when you initiate an eForm and is permanently associated with that action. eForm IDs do not repeat, whereas EMPL Records can be reactivated once the position ends. The data submitted and approved in an eForm is used to create a new or activate an existing EMPL Record. Please note that the eForm does not show what EMPL Record number the new student hire will be associated with – but it does show other EMPL Record numbers if that student has active appointments (don’t let that confuse you!).
    • How do I Find the EMPL Record? – HR is working a query (report) to be available to those with the Student Hire ability in HCM. This would be a roster of the active student employees within your security scope. In the meantime, you will need to work closely with your Department or College/Division HR Contacts who can quickly pull EMPL Record information.
  • Tracking/Monitoring of Paper Forms Submitted to HR Ops – In early June, HR Ops announced the return of daily ‘Tracking Log Notification emails’ to provide status updates on all paper actions submitted. Pertinent to Student Hire Reps, these notifications will include the status of the Student Change Request and Student Hire Request paper forms received in our office. Please note that these notification emails are sent to the College/Division level HR Contact(s) and must be forwarded to Department HR Contacts and Student Hire Reps as necessary. Please reach out to your College/Division HR Contacts before calling HR to check the status.

Don’t hesitate to reach out if you have questions or concerns!

Teresa

Hello, Student Hire Reps!

I only have a few items to cover this week, so let’s jump right in.

  • New Student Employment Information Form is Required – As announced last week, the Student Employment Information form is the new required attachment for the Student Hire eForm in HCM. Any student hire eForm initiated after 9/27/19 not utilizing this new form will be recycled. Remember you can re-use the signed form for subsequent hires.
  • Does a Student have an I-9 Advantage Case on File? – Reminder that duplicate I-9 cases on the same employee/student can result in fines to the Department during Federal audit. To avoid duplication, please check to see if a student has a current I-9 case on file by calling one of the Student Hire Specialists Crystal Rivers (803-576-7232) or Debbie Richardson (803-777-3253). Please have the student’s legal name ready when you call HR.
  • Calling HR to Inquire about a Situation – Please be prepared to provide the student’s legal name and USC ID along with all pertinent information surrounding the given scenario. As situations drastically vary, HR needs a complete picture before we can research and make a recommendation.

Have a great weekend!

Teresa

Hello, Student Hire Reps!

This week’s email will solely focus on the new Student Employment Information form that HR has designed to better prepare student employees for the ‘employment process’ at UofSC. The Division of Human Resources is sending attached memo today to HR Business Contacts across the University System announcing this new form.

This document covers crucial information including: I-9 acceptable documents, the pay lag, W-4 submission, setting up direct deposit, and much more! This document also encompasses ACA Acknowledgement and thus replaces the old ACA Acknowledgement form. The Student Employment Information form is designed to be share with student employees electronically so they can easily access the built-in hyperlinks. This document is posted to the HR Toolbox, under hiring, Student Employment.

As of this morning, the Student Hire eForm in the HCM System lists the Student Employment Information form as the required attachment. Please note if you have any ‘in flight’ (saved or recycled student hire eForms), there will be an additional attachment required new document is showing as an additional attachment. You can upload a blank document there since you already have the ACA Acknowledgement. In addition, HR Ops will be uploading blank documents during the approval process for these ‘in flight’ eForms – we will not recycle to you unless there are other edits needed.

As always, do not hesitate to reach out if you have questions or concerns!

Teresa

Hello, Student Hire Reps!

Before I begin with the updates/important information for this week, I want to address the issue of late submissions. Statistics pulled this week show us that 42.2% of student hire eForms in HCM are initiated on or after the requested effective date (percentage range due to eForm type). This almost always means the student employee’s compensation will be delayed. Please partner with leaders/supervisors in your area to foster communication and stress the importance of timely submissions.

Known Banner Issue Prevents Students from Showing in ePAF – recall from previous emails that students must have a permanent address on file in Banner in order for their student record to come through the interface to HCM. If you are unable to find a student in the ePAF search please have the student go to myaccount.sc.edu (self-service Carolina) to add their permanent address. Once the student adds/updates their address it will be in the que to come to HCM during the nightly feed – check ePAF again the following morning. If the student still does not appear in the search, open an HCM Service Now request. Please do not open a Service Now request until you have ruled out the address issue.

Student Employees Cannot also be Active in Another Employment Type - Students cannot be employed as a student at the same time they are active in another employment category (such as temporary staff). The non-student employment must be terminated in order for the student record to appear in ePAF search.

Check the Status of a Student Hire – remember you can ‘check the status’ of student hire eForms that you submitted by going to ‘View an ePAF’ on the left side menu in ePAF Homepage. Search for the student/eForm and navigate to the very last page of the eForm to find the ‘Approval Route’ button and to see where the form has been already by expanding the ‘Signature/Action Log’. Please check here before calling central HR. Note: If you hired a student for a department that isn’t within your security scope, you will NOT be able to view the eForm.

  • eForm Status Descriptions (detailed below in alphabetical order, not the order of appearance in workflow).
    • Authorized – this only occurs when the final workflow approves the eForm. For student hires this is HR Operations.
    • Denied – this status is rare. Most frequently you will see this status when actions are submitted in the wrong order, so the job data in the eForm (prepopulated and not editable) is outdated. In this case you must initiate a new eForm with the updated job data. You cannot edit an eForm that has been denied.
    • Executed – this is what you want to see! This is the status right after ‘authorized’ – it means the information in the eForm successfully wrote to the employee’s Job or Payroll Data.
    • In error – in the rare event that the information in the eForm is not able to write to the employee’s Job or Payroll Data (as listed under ‘executed’) the eForm will go in error. At this point, the central office who served as the final approver (HR Ops) will manually enter the action from the eForm and then withdraw the eForm and include comments for the department.
    • On hold – this status is rare. You will see this when someone in the workflow needs to place a hold on the action – this prevents the eForm from moving forward in the workflow. Often final approvers will do this to signify to others in the department they are working on it.
    • Partially approved – this is the status you will see when someone in the workflow performs the ‘recycle’ action on an eForm. It means it has been returned to the initiator for edits – look for comments to see what edits/additional information are needed.
    • Pending – this is the status of an eForm for the entire lifecycle of workflow. This is the status from the moment you click the ‘submit’ button. It shows as ‘pending’ until one of the other status takes over.
    • Saved – this means an eForm was saved, but not submitted. Only the initiator who saved the action can edit at this point.
    • Withdrawn – Initiators and HCM administrators are the only ones with the ability to ‘withdraw’ an eForm. As noted earlier under ‘in error’ HR Ops will withdraw student hire eForms in error after they manually enter the action.

As always, I’m here if you have questions or concerns!

Teresa

Hello, Student Hire Reps!

I have a  few important updates to share with you all. As always, do not hesitate to reach out if you have questions or concerns.

  • HCM Video Refresher Series – I have started a new video series to serve as refreshers for HCM topics. Most of the recordings so far are for HR Contacts, but I’ll be expanding into Student Hire topics as well. All videos in this series have a new home on the HCM Project website. Please reach out if there are topics that you’d like to see in a future video!
    • HCM ePAF Navigation Refresher (10 minutes) -
      • Review and detail on when to use evaluate, update, and view an ePAF options on the left side menu.
  • W-4 Update - UofSC presently requires all new student employees to complete a Form W-4 for tax withholdings. The completed W-4 form should be submitted to the Payroll Department at 1600 Hampton Street (7th floor) on or before the hire date, or as soon as possible. The W-4 form and corresponding worksheet can be found on the Internal Revenue Service website. Please do not email the completed W-4 form as it contains the student’s social security number.
  • Retro Account Changes When Appointment has Ended – Recall from previous emails that you cannot process ePAF actions on an employee once their appointment has ended. Most commonly I’ve seen the need to process a Retro Account Change after the student’s employment has ended. Please note this will have to be accomplished on the paper Retro Account Change form and sent to the Payroll Office for manual entry into HCM.
  • Paper Change Request and Hire Form Routing – Just a friendly reminder that the paper Student Change Request and Hire Request forms must go through the same workflow as the eForms. If you are hiring a salaried Grad Student, you must first submit the paper form to the Grad School. If you are hiring a student utilizing work study, you will need to first route through Financial Aid. Please wait to submit to HR Ops until all required approvals have been obtained. 

Please reach out to me if you have questions or concerns!

Teresa

Hello, Hire Reps!

It has been a busy week between a Monday holiday and the threat of Hurricane Dorian, so I will jump right in.

  • Student Hires Setting up Direct Deposit – Unlike faculty and staff, currently student employees do not receive a system generated email about self-service when their hire is approved. It is crucial that you, as the student hire rep, share the Student Employee Self Service Quick Reference guide (ideally via email since there are links within the document). This one-page overview provides necessary information regarding: how to log in to HCM, setting up direct deposit, completing a W-4 for taxes, and how to view paychecks. Direct deposit is required for all employees, so please help us communicate this message to student employees. Please note: Just like faculty and staff, student employees will not be able to access HCM until their start date.
  • Late (Retroactive) Separations – We have seen an increased amount of Student Change Request submissions backdating the end-date (aka late terminations) for student employees. This is an issue that can result in overpayment to the student. Keep in mind that salaried students are paid without submitting iTAMS, so if they are not separated they will continue to receive payment. Please submit end-date changes as soon as you are made aware, and partner with supervisors so they keep you in the loop of all changes.
  • Student Hire Account Codes – HR Ops is recycling a high volume of eForms for having the wrong ‘account code’ in the Account Funding section. Remember that student employee account codes are 51400 (undergrad and grad Non-Work Study) and 51422 (undergrad and grad using Work Study). Some of you receive the funding information directly from your department Business Manager or Grants Coordinator who may accidentally leave the account code for other employees. Use the information provided to you for department, fund code, and project/grant – and ensure the account code is 51400 or 51422. If you are provided a combination code but the account listed is 51200 (classified staff), then the entire code will change when you update the account to either 51400 or 51422. 

As always, do not hesitate to reach out if you have questions or concerns!

Teresa

Hello, Student Hire Reps!

I have a few updates to share:

  • I-9 Advantage Documents for International Students – HR Ops has received word that the Office of International Scholars (OIS) is fielding calls on hiring international students. Please note that the OIS office services international Faculty and Staff positions - the International Student Services Office can assist you with student hire questions or concerns. Below are the options available in the I-9 Advantage dropdown of List A documents. If you have additional questions, you can always refer to the USCIS M-274 handbook for guidance.
    • Foreign Passport with Form I-94 (which I-94 has a mm/dd/yy end date, which does not occur with F-1 or J-1 students) vs.
    • Foreign Passport with Form I-94 and Form I-20– which is what students in F-1 status will present with an I-94 expiration of “D/S” (duration of status) rather than mm/dd/yy
    • Foreign Passport with Form I-94 and DS-2019– which is what students in J-1 status will present with an I-94 expiration of “D/S” (duration of status) rather than mm/dd/yy 
  • I-9 Advantage – As you may have seen, the current I-9 form expires on 8/31/2019. Please note that the I-9 Advantage system will automatically update as soon as the changes are published by USCIS. There is no need to postpone processing I-9 Advantage cases for your new employees. Please also note that Kris Mayer is currently out of the office so all I-9 Advantage questions should be directed to Joyce Riley.
  • Changing Student Compensation from Salaried to Hourly or Vice Versa – The Student Change Request paper form does not have an option listed for every possible change. One of the most common of the ‘not listed’ changes is changing the students compensation type from salaried to hourly or vice versa. To do this, please put the current compensation rate/type in the ‘from’ field and the new compensation rate/type in the ‘to’ field and be sure to include a detailed comment about the change. Example:

Example

Do not hesitate to reach out if you have any questions or concerns!

Teresa

Hello, Student Hire Reps!

I only have a few items to share, so here we go!

  • Note from Financial Aid re: Student Job Codes - Please remember to not use job codes SFHG, SFNG, SFNU, SFWG or SFWR OR account number 51422 unless you answered ‘Yes’ to the use work-study question. The aforementioned job codes and account number are strictly for use of students hired utilizing work-study. 51400 is the account code for all non-work-study student hires (both graduate and undergraduate).
  • Student Change Request Form – We have seen an increase in the number of Student Change Request forms being submitted when an eForm is still ‘pending’ final approval. Please note if the eForm hasn’t yet been approved by HR Ops you can still make changes! If you realize you need to make a correction/update and an action is still ‘pending’ in the workflow, you can go into ‘Update an ePAF’ to find that form ID. From there you can make any changes necessary and then click the ‘Resubmit’ button. This will trigger the updated eform back through the workflow. Please only submit the Student Change Request form when the Hire eForm has already been approved/executed.
  • International Student Information – International Student Services (ISS) has a listserv distribution where they send periodic important updates, newsletters, etc. Recently they sent a ton of valuable information regarding hiring international students. The sign-up for this listserv can be found on the right-hand side of the ISS Events page. The primary audience is international students, but the information is crucial for you as Student Hire Reps also!
  • Duplicate eForms – HR has seen an uptick in the number of duplicate actions submitted through ePAF. Please be cautious of submitting duplicate eForms as they can create overpayment issues. Remember you can go into ‘view an ePAF’ to check on what actions have been submitted and see their status in the workflow.

Don’t hesitate to reach out if you have questions or concerns!

Teresa

Hello, Student Hire Reps!

I hope you have explored the resources out on the HR/Payroll project website, but as we draw nearer to the start of the Fall semester I want to share the quick reference guide for Student Employees Self-Service. This one-pager is a great tool you can share with students to help them with setting up direct deposit, viewing paychecks, etc. 

  • Error in View and Update Mode – The system team has been alerted of an error message that shows in both ‘View an ePAF’ and ‘Update an ePAF’ on student hire actions saved prior to the compensation section being completed. To avoid this, please enter the compensation section information prior to saving any student hire action. The system team is working to remove this error. In the meantime, if you save with the compensation blank, the system thinks you have entered $0 as the compensation – which triggers the ‘below minimum wage requirement’ error message. If you see this error message, please initiate a brand new eForm to hire that student, and email me to withdraw the form with the error.
  • Manual Student Hires – When submitting a Student Hire Request paper form to studenthr@mailbox.sc.edu please be sure to include a note about why this is being submitted as a manual hire. The Student Hire eForm is designed with tons of logic behind the scenes, so it automatically puts the form data in the correct Job Data fields. In the event of a manual hire, both HR Ops staff and Payroll staff have to enter data the eForm normally auto-populates.
    • Please remember that the Student Hire Request paper form is only to be used in the event that a student is not appearing in ePAF search or if the student is from a different campus location. Note that this form will not be accepted in lieu of a Student Hire eForm for a student who properly appears in ePAF.
  • Students and Other Types of Employment – Recall from previous emails that students cannot be employed as a student at the same time they are active in another employment category (such as temporary staff). We have seen an increased number of students who are hired over the Summer as temporary staff, and then the Student Hire Rep tries to hire as a student for the Fall semester, but the only record that appears in the ePAF search is the temporary staff position. Note: individuals will not appear as a student in the ePAF search until any other employment has terminated.
  • Account Changes for Student Employees – Just a friendly reminder that account changes are the one type of student change that is not handled on the Student Change Request paper form. Account Changes and Retro Account Changes can be initiated in ePAF by anyone with the ‘finance initiator’ role. Your department business manager most likely has this role and can assist. If your leadership feels you need it, please follow these steps:

 As always, don’t hesitate to reach out if you have any questions or concerns.

Thanks!

Teresa

Hello, Student Hire Reps!

Quick reminder - don’t forget about the weekly Ready Rooms where you can bring your work and receive hands-on guidance.

  • Updated Student Change Request and Student Hire Forms! – As promised, HR Ops has finalized and published updated (more user-friendly) versions of the two Student Hire related paper forms. Both forms are housed on the HR Toolbox in the ‘Hiring’ section, under ‘Student Employment’. We’ve added drop-down menus where applicable and also a place for the initiator of the form to write their name and phone number in case we have questions during the approval process. These forms are designed to be completed on the computer (fields may change based on previous entry, etc.), please do not print and complete by hand. Please begin using these versions of the forms immediately.
    • Student Change Request – The Student Change Request paper form can be found here. As a reminder, this form is to be used for all changes to an existing student employees except for account (funding) changes. Account changes are done through ePAF and route directly to Payroll.
    • Student Hire Request – The Student Hire Request paper form can be found here. Please remember that this form is only to be used in the event that a student is not appearing in ePAF search or if the student is from a different campus location. Note that this form will not be accepted in lieu of a Student Hire eForm for a student who properly appears in ePAF. 
  • I-9 Advantage Duplicate Cases – If you are hiring a student who works for/or has previously worked for another department, they may already have a valid/current I-9 Advantage Case on file. Stop and contact HR! Specifically email HR Ops team members Joyce Riley, Kris Mayer, or Debbie Richardson to ask if the student has a valid I-9 case on file. Please do not submit a potential duplicate I-9 Advantage case until you’ve confirmed with HR Ops, as USC can be penalized and fined by the Federal Government for having duplicate cases on the same employee. 
  • Full-Time/Part-Time and Standard Hours – We have been recycling student hire eForms for mismatched data between the full-time/part-time indicator and the standard hours field, so I wanted to give a quick refresher. Full-time should be selected only if the standard hours (aka hours per week) are 37.5 – 40. Part-time should be selected if the standard hours are anything less than 37.5. The eForm pre-populates the full-time/part-time indicator to part-time. Please note that the full-time/part-time field is required despite the lack of asterisk.
  • Warning about ‘Update an ePAF eForm’ – Do not go to ‘Update an ePAF’ on the left-side menu of ePAF Homepage unless you have (a) saved an action and need to complete it, or (b) an action has been recycled to you by someone in the workflow for edits. Actions still pending in the workflow will always appear in ‘Update’ and are editable with a ‘Resubmit button’ at the bottom of the page. Only resubmit an action if it meets one of the criteria listed above OR if you needed to make changes. Resubmit sends the action back to the start of the workflow (i.e. if an action was at the status of HR Ops, but you click the ‘Resubmit’ button it will trigger the eForm back to your Approver 1). This can cause unnecessary delays in final approval and system execution of the action!
    • ‘View an ePAF’ is Your Best Friend – While ‘Update an ePAF’ can be tricky, ‘View an ePAF’ is the first place I recommend to check on an eForm’s status. Search for the eForm in question and then click the ‘Next’ button at the bottom of the page(s) until you’re at the last page and see the below options: ‘View Approval Route’ lets you see what stage of the workflow the action is at and who has approved at the previous steps; ‘Signature/Action Logs’ shows who has taken what specific action on the form.

View

  • Deadlines and Late Submissions - Please be mindful of the deadlines to have actions in HR Operations. If you are submit actions after the deadline, HR depends on you to alert the employee that the action was submitted late and will not be processed for the upcoming payroll. This will help alleviate stress for the employees who might not understand they will not be paid. The best practice to avoid this situation is to ensure your actions are submitted timely according to HR Operations published deadlines.

 Do not hesitate to reach out if you have questions or need assistance with HCM.

Teresa

Hello, Student Hire Reps!

As you are all busy prepping for the Fall 2019 term, I’ll get right down to business! Don’t forget that all of my weekly emails are consolidated on the Project website here for quick reference.

  • Work Study Awards – Please note that Work Study awards for the upcoming/current semester will not appear in the eForm until the student has ‘claimed’ the award with the Financial Aid office. If you are initiating a student hire eForm and notice the work study section is missing from the eForm, that means the student has not accepted the award/does not have an award. After the student claims the award, the updated data will feed to HCM during the nightly feed. Please note you must wait and initiate the eForm once you know the information is in HCM.
  • ACA Acknowledgement Form Update (RE: Legal Name) - For IRS auditing purposes, beginning September 1, 2019, all students hired for the first time at the University will be required to use their legal name and suffix (Jr, Sr, I, II, III) to sign the ACA Acknowledgement form. All existing student hires can continue to use the previously signed ACA Acknowledgement form if signed before September 1, 2019. The Benefits Office will conduct audits periodically to ensure that the legal name is on the form. If a corrected form is needed, you and the student will be contacted to submit a new form. Note: The hiring process will not be delayed if the legal name isn’t on the form. 
  • 45 Days to Access Self-Service Upon Separation – Employees who separate from employment at USC can continue to access Self-Service in HCM 45 days after their termination date. Please pass along this crucial information any time student employee separates. They should print/save any pay stubs that may be needed for proof of income/employment.
  • Looking Forward: Updated Student Paper Forms – HR Ops is finalizing updated versions of the Student Change Request and Student Hire Request paper forms for ease of use for you, the initiators. These forms will have new fields (representative of the types of changes that have been submitted) and will have drop-down menus where applicable. Both forms will also have a line for initiators to print their name and list a phone number, in case HR Ops staff has questions during the approval process. I’m hoping to include these in the email next week, once they are posted to the HR Toolbox.

Do not hesitate to reach out if you have questions or concerns!

Teresa

Hello, Student Hire Reps!

Let’s jump right in and review a few updates/reminders.

  • Reminder of Pay Lag – as we approach the start of a new semester, remember that all new hires for 8/16 will be on a pay lag (this includes returning students). 8/16 hires will receive their first check on 9/15, provided the hiring information is received by HR Operations by the 8/1 deadline.
  • ACA Forms – when having the student complete the ACA Acknowledgement form, please ensure they are writing their legal name. If the legal name is not used, the student hire eForm will be recycled to the initiator and a new ACA form must be completed and attached.
  • What if my Student Hire eForm is in ‘Withdrawn’ Status? – recall from past emails, and perhaps experience, that sometimes the student hire eforms go into ‘error’ in the HCM system. In the event that the eform errors, the HR Ops team will manually enter the hire information and then ‘withdraw’ the eform action. Do not enter another student hire eForm unless HR Ops directs you to do so – this can cause overpayment and duplicate hire issues. For verification that you do not need to take further action, go into ‘View an ePAF’ and scroll to the bottom of the eForm to see the comments section (which will look something like this):

Leave Blank 

  • Ready Rooms Twice Weekly Through August! – the registration links for the Ready Rooms have been published to the HR/Payroll Project website here (please register so that we know how many people to expect). We have capped the sessions at 6 registrants so that each person receives plenty of one-on-one time to work through their questions.

As always, do not hesitate to reach out if you have any questions or concerns.

Thanks!

Teresa

Hello, Student Hire Reps!

The Ready Rooms continue to be popular, so starting the last week of July, Ready Room sessions will be hosted twice weekly! Registration links for the added Ready Rooms should be posted to the project website in the coming days. The next session is scheduled for Thursday July 25 – bring your work to receive hands-on guidance with processing and get your questions answered. As always, I’m here if you have any questions or concerns. 

  • Students Must be Enrolled – Reminder that students must be enrolled for the current or future semester before you can hire them in a student capacity. The Enrollment grid on the Student Hire eForm in HCM should have data in it (see below screenshot). If enrollment is blank, please do not initiate the hire. Once the student enrolls, the nightly feed of data from Banner will update the Student record in HCM. Please wait until the enrollment is in HCM before you initiate a Student Hire eForm – if you initiate and ‘save’ prior to enrollment being in the system, it will not update the pending eForm. 

 Enrollment grid on Student Hire eForm

  • What if my eForm was "Denied"? – In the event that your eForm was denied, please be sure to read comments. HR Ops will always include comments in the event that an eForm is denied or recycled. To see the comments, simply go to "View an ePAF" on the left side menu of the ePAF homepage and then search for the form in question. Comments will appear at the bottom of the form alongside the name, date, and time stamp for the author of the comment. If the comments says to "resubmit" the hire, that means you need to initiate a totally new Student hire eForm so the correct information can populate in the eForm.
  • Separating a Student Hire – If you need to separate a student employee prior to the end-date listed at time of hire, you will do this on the Student Change Request paper form. Please note that HR Ops will only change the end date (aka separate) when the Change Request form is received by HR Ops by the deadline for the payroll in which the new end-date occurs. Please see this listing of paperwork deadlines to HR Ops through December 2019.
  • Student Hire and Change Request Forms – Please complete the department number and responsibility code fields on the paper forms – this is crucial information needed in order for HR Ops to manually enter the information into HCM. If the information is missing the forms will be returned. **We are in the process of updating both the Student Hire Request and Student Change Request paper forms to be more user friendly for you – hopefully these will be available next week!

Have a great day!
Teresa

Good Afternoon Student Hire Reps!

Don’t hesitate to reach out if you have any questions or concerns.

  • Students Must Be Enrolled – Don’t forget that in order to hire a student, they must be enrolled for either the current or upcoming semester. If a student is not yet enrolled, the eForm will be returned to you. Please do not allow students to work in a student capacity if they are not enrolled. 
  • Do Not Submit Paper Forms Until Approved - For student hires requiring approval from Financial Aid or Graduate School, please ensure these approvals are granted prior to submitting forms to HR Ops. In the event that multiple copies of the same form are submitted, the risk of overpayment increases as HR Ops does not always realize it is a duplicate action.   
  • Reminder on Re-Using ACA Forms – Just a friendly reminder that you can re-use ACA Acknowledgement forms going forward. If a student has previously worked for you and you have the signed ACA Acknowledgement, then you can re-use that form on subsequent student hires. One less thing to have them sign every semester! 
  • Student Change Request – Please be sure to complete both the "from" and "to" columns of the paper Student Change Request form to ensure that the correct data is being updated. If the action is a supervisor change, we need the supervisor EMPL ID (USC ID). You can write it in the same section as the supervisor name.
  • Calling HR Ops to "Check Status" – If you need to call HR Ops to check the status of an HCM eForm or paper form, please have ready the student’s legal name, EMPL ID (USC ID), and eForm ID if applicable. This will expedite the process and ensure we are advising on the correct employee/action.

Thanks!
Teresa

Hello, Student Hire Reps.

I have just a few important reminders to share with you this week.

  • Emailing STUDENTHR@mailbox.sc.edu – ALL student hire related emails should be sent to this email address. This newly established email account serves as the central repository for all paper form submissions (Student Hire Request and Student Change Request forms) as well as status request inquires. Please do not send student related emails to the saladmin email account or to specific HR staff members.
    • Email Subject Line – Reminder that you need to include the student’s name in the subject line of the email. If you have multiple documents for different students, please list the students names in the body of the email. This will help to ensure that all documents are received by HR. 
  • View an ePAF - You can "check the status" or track student hire eForms that you submitted by going to "View an ePAF" on the left side menu in ePAF Homepage. Search for the eForm and then navigate to the last page of the eForm to see the "Approval Route" and also see where the form has been already by expanding the "Signature/Action Log". Please do this before calling central HR. Note: If you hired a student for a department that isn’t within your security scope, you will NOT be able to view the eForm.

Approval Route

  • Account Codes – Just a friendly reminder that with the implementation of the HCM system, the Payroll team revamped the way we use account codes (formerly called object codes). Student hires now only have two options for account codes: 51400 = non-work study students and 51422 = work study students. These two account codes are to be used for both undergrad and grad students. You will enter the account code in the Account Funding "Select Chartstring" section of the student hire eForm. If you attempt to use the old object code in the chartstring search, you will receive an error for "no results found".
    • Note that the Job Code is where you will specify the "type" of student that you are hiring.
  • Standard Hours and Full Time/Part Time indicator – Remember that the standard hours field is the hours per week that the student will be working. Anything less than 37.50 standard hours is considered part-time. Pay close attention to the Full/Part Time field as it defaults to part-time. If you are hiring the student for 37.5 hours or more, then it must say full-time – or the eForm will be recycled to the initiator for edits.

Don’t hesitate to reach out if you have questions or concerns.

Thanks!
Teresa

Greetings, Student Hire Representatives!

Below please find details on important reminders and updated processes pertaining to student hire actions.

  • New Email Account for Student Actions – Due to the increasingly high volume of student hire and change request paper forms, HR has created a new email address: STUDENTHR@mailbox.sc.edu. This email address should be used to submit the Student Hire Request and Student Change Request paper forms as well as submitting inquiries on the status of actions submitted to our office for students. This will ensure all submissions and inquires pertaining to students are housed in a central location. 
    • Please do not email completed student hire or change forms to specific HR staff members.
  • What is an EMPL Record and Why is it Required? – An EMPL record (or employee record number) serves as the identifier for a specific employment instance, and is important for employees with more than one appointment. These numbers start at 0 and go up from there. The EMPL Record field is required on the Student Change Request form so that the HR staff knows which employment instance the changes are associated with.
    • How do I find an EMPL Record? – HR contacts throughout the university system have access to view HR related data for employees within their security access. You need to reach out to your HR contact and provide the student’s USC ID (aka EMPL ID) and they will navigate to Job Data to find the EMPL Record for your student hire. Please note that Student Hire Reps will only have this HR access if they also perform HR actions for staff and/or faculty in their unit.
  • Routing for Paper Forms - Please ensure all paper forms (Student Hire Request and Student Change Request forms) are properly routed as applicable to the Graduate School and/or Financial Aid PRIOR to submitting to HR Operations and Services. This will prevent delays in approval and also keep duplicate submissions to a minimum. 
    • Going forward, any forms received that are missing required signatures or information will be returned to the initiator for corrections and appropriate routing.

As always, don’t hesitate to reach out if you have any questions or concerns.

Have a great day!

Teresa

Good Afternoon, Student Hire Reps!

I’m keeping it short and sweet with the updates/reminders today.

  • Student Change Request and Student Hire Request Paper Forms – Friendly reminder that these paper forms are to be completed and scanned to HR Operations via the saladmin@mailbox.sc.edu account. Please refrain from emailing the completed forms to individual staff members! 
  • Account Changes for Student Hires – Don’t forget that account changes for students are not processed on the paper Change Request form – they are eForms in HCM. Note that you must have been granted Payroll access in HCM to access the Account Change and Retro Account Change eforms. To request Payroll access, complete the access form and attach to an HCM Access Service Now Request.
    • In the event that you need to make a retro account change to a student who has ended their appointment, you will need to complete the new Payroll paper Journal Entry form and submit to the Payroll Office. You will not be able to complete a Retro Account Change eForm in HCM on a student if their position has already terminated.
  • Checking on Students that were Manually Hired by HR Ops – if you have a student that had to be manually hired by HR Ops (via submission of the paper Student Hire Request form), you will need to work with your Department HR, College/Division HR, or Campus HR contact. Individuals with those HR roles can confirm the student’s hire information via Job Data in the Classic Home of HCM. Student Hire reps with no other HR access are not able to pull this data themselves.
    • Student Not Appearing in ePAF – if you submitted a manual hire request because the student was not appearing in the ePAF search please, note that further action is still required. The first thing is to have the student check that they have a valid permanent address on file with Banner/myaccount.sc.edu. If the student updates their address, the nightly interface will bring the change through to HCM. The next day, check to see if the student shows in ePAF search. If they still do not appear in ePAF, there is a wider issue with their Banner record – at this point please submit a HCM Service Now Inquiry Request so our technical team can dig deeper.

Let me know if you have any questions or concerns!

Teresa

Hello, Student Hire Reps.

This week my email update focuses on processing information for student hires. Please keep in mind that HR Ops prioritizes work based on both the effective date and the date received in our office. Read the below information carefully and don’t hesitate to reach out if you have questions!

  • Daily Processing Deadlines: in order for a document to be marked as "received" in HR Ops on a specific day, please ensure submission by 4PM. This refers to both HCM ePAF actions and the paper Student Hire Request and Student Change Request forms. In the event that the day is a Payroll deadline, as communicated by HR, then the deadline for document receipt is noon.
  • "Checking in" on Status: We are a team – you, the student hire initiators and the HR Ops staff! As such, we are both working to ensure that students are hired as timely as possible. To allow HR Ops to focus on validating and approving hires, we request that you do not call to "check the status" of a student hire unless the eForm has been pending with HR Ops for 7 days.
    • Remember, you can always check the workflow of the student hires that you initiated by going into "View an ePAF" and searching for the student. Once in the eForm, scroll to the bottom and click "Next" – on this page you can click "View Approval Route" or click to expand the "Signature/Action Logs".

View Approval Route

  • In Error/Withdrawn eForms: As some of you have already realized, HR Ops is encountering errors in the approval process for students who already have another active hire on file. When this effective date error occurs, HR Ops will manually enter the hire information from the eForm into the student’s Job Data to create a new employment instance. You do not need to worry, nor do you need to take any further action! If you have a student hire that is now showing a status of "withdrawn", you can view the eForm through "View an ePAF" and you will see a comment from me that looks like this:

Midstack Error

Teresa

Hello, Student Hire Representatives!

I am writing this week to provide updates and reminders for successfully hiring students in the HCM PeopleSoft system. There was confusion last week when I formally introduced the two paper forms related to student employment, so please read the below information carefully. 

  • Student Change Request (paper form): This form is to be used if changes are needed for student’s employment such as: change in pay, change in hours, change in supervisor, and termination prior to the end-date listed at time of hire. This form is housed on the HR Toolbox, under Hiring, and Student Employment (here). Once completed you must email the paper form to HR Ops at saladmin@mailbox.sc.edu.
    • This form is NOT used to process account changes. If you need to make an account change for a student employee, you will do this in HCM via the Account Change eForm or Retro Account Change eForm. Access to these forms is vetted and granted by the Payroll office. If you need access to these eForms, simply complete the Payroll access request form and attach it to a Service Now HCM access request.
  • Student Hire Request (paper form): This form is only to be used in the event that you cannot find a student in the ePAF search results OR if you are hiring a student from another campus. This form is housed on the HR Toolbox, under Hiring, and Student Employment (here). Once completed you must email the paper form to HR Ops at saladmin@mailbox.sc.edu.
    • ePAF Search Tips: Before you submit the paper hire request to HR Ops, be sure that you have searched for the student by USC ID and full name. Remember that student records in ePAF interface from Banner where middle name is part of the official display – this means searching by first and last names in ePAF will not generate results.
  • Student and Other Types of Hires: Student hires cannot overlap with any other type of employment at USC. If you are hiring a former student as a temp, FTE, RGP or TL you must first check to ensure the student appointment has ended. If the student employment has not ended by the date you are trying to hire into another employment type, please submit a Student Change Request form to HR Ops to terminate the student appointment.
  • Tracking Log: HR Ops is happy to announce that we are bringing back the Tracking Log Notifications to provide status updates on paper actions submitted to HR Operations and Services. Pertinent to Student Hire Reps, these notifications will include updates on the two aforementioned student paper forms. The notification emails will be sent to the College/Division level HR Contact(s) and must be forwarded to Department HR Contacts and Student Hire Reps as necessary.
    • Please note that the tracker will not include actions submitted in HCM as there is tracking built into the eForms available to both the initiator and workflow approvers. Remember to click the "view an ePAF" option on the left side of the ePAF Homepage, then search for the action you want to track, once in the eForm click the "next" button until you’re at the end of the form, click the "View Approval Route" button and also expand the "Signature/Action Logs" section. 

Do not hesitate to reach out if you have questions or would like to request further information.

Teresa

Good Afternoon, Student Hire Reps!

I am writing this week to provide several updates and friendly reminders pertaining to student hires, all in hopes of avoiding errors and streamlining the process.

  • HR Approving Student Hire Requests: As you are most likely aware there was a disconnect between submission of Student Hire eForms and HR Operations approval, this was related to the default view in ‘evaluate an ePAF’ for HR Ops personnel. I am writing with good news as HR Ops is now able to see all pending student hire actions through a query, and is working diligently to review and approve these actions as quickly as possible. We appreciate your patience and partnership as we continue to improve our processes.
  • Student Paper Forms: All student paper forms must be submitted via email to saladmin@mailbox.sc.edu unless instructed otherwise by HR Operations staff. Note that there are presently only two student related paper forms:
    • Student Change Request form which is used to make changes to existing student hires and to terminate prior to the end date on file. The form lives in the HR Toolbox here..
    • Manual Student Hire Request form which is ONLY used in the event that the student is not appearing in the ePAF search results. However, before submission of this form, be sure to search by name and USC ID in the ePAF search to ensure the paper form is truly needed. The form attached to this email, and should be available in the HR Toolbox later today.
      • Pointer: Because of how the student data is brought into HCM from Banner, you may not find a student by searching first and last name – rather you need to search for the entire name (first middle last with no commas). USC ID is always be the quickest way to locate an employee or student in the ePAF search.
  • I-9 Advantage: Student hires must have an I-9 completed and on file in I-9Advantage, even if the student completed a paper form in the past.  I-9s must always reflect the accurate start date – if processing late, be sure to select the appropriate reason for the delay in completion of the online I-9.
    • Ideally you are completing the I-9 Advantage case and the Student Hire eForm at the same time. In the event that the Student Hire eForm makes its way to HR Ops prior to completion of an I-9 Advantage case, the eForm will be recycled to the initiator.
  • Student Account Codes: With the transition to the HCM PeopleSoft system, we have streamlined the use and decreased the number of account codes (formerly known as object codes). There are only two different account codes for student employees – do not use old object codes.
    • 51400 – non-federal work study students (both undergraduate and graduate level students)
    • 51422 – federal work study students (both undergraduate and graduate level students)
  • Ready Rooms: In order to provide you with the best service possible and ensure subject matter experts are available to assist with your questions, you must register if you plan to attend Ready Rooms. Please do not just ‘show up’ – if there are no registrants the project team cancels that day’s session and tells the experts they are not needed. Scheduled Ready Rooms and links to register can be found here.

Do not hesitate to reach out if you have questions or concerns.

Best!

Teresa

Good Morning,

You are receiving this email because you are an authorized Student Hire Representative in the HCM PeopleSoft System. The System Support Team and the Division of Human Resources have a few essential updates and reminders to share with you this week pertaining to student hires.

  • ACA Forms: If a student signs a paper copy of the ACA Acknowledgement Receipt form for their first job, that initial form can continue to be utilize for subsequent hires within the same area. If a student is working for a “new employer” (e.g. Student A works for Department 1 in the Spring and then Department 2 in the Fall), they should sign a new ACA Acknowledgement Receipt form to expediate the hiring process.
    • In the event that Student A remembers signing the form with Department 1, then Department 2 may request a copy to attach to the new hire documentation; otherwise, the student must sign a new form.
  • Students Not Appearing in ePAF Search: The System Support Team has received several service tickets for students not appearing in the ePAF search, and the root cause for most of them is that they do not have an active Permanent Address or Mailing Address in Self Service Carolina. If a student is not coming up in the ePAF search please have the student check their addresses in Self Service Carolina and update if necessary.  Once the student updates their permanent address in Self Service Carolina, the student record will come into HCM PeopleSoft in the nightly interface and be available for hire the next day.
    • If the above scenario is not the issue for a specific student try searching more broadly (i.e. search for last name only and filtering results in the search to only show students). 
  • Reminder – Student update/terminate paper form: Don’t forget that any update or termination prior to the end date submitted at time of hire are to be done via the Student Change Request paper form. There is no eForm in HCM which can accomplish these updates/early terminations for student employees. Submit the completed form to HR Operations via campus mail or by attaching in an email to saladmin@mailbox.sc.edu
  • Ready Rooms: If you need assistance processing a student hire, please register for the next Ready Room on May 29th. HR Ops personnel will be available to assist with the work that you bring with you. Note that this is not training, but rather hands-on assistance while you are processing student hire actions.

Have a wonderful Holiday weekend!

Teresa

 

Human Resources and Payroll Project


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