Skip to Content

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 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


    Challenge the conventional. Create the exceptional. No Limits.

    ©