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Division of Human Resources

HR Toolbox

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

Return to the Workplace Information

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

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

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

Tools and Resources

Forms

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

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

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

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

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

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

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

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

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

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

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

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

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

Centers for Disease Control - Measles FAQ

Centers for Disease Control - Vaccinations

S.C. Department of Health and Environmental Control

Student Health Services

Tools and Resources

Forms

Tools and Resources 

Forms

FMLA forms should be sent to the Division of Human Resources' Benefits Office or the Campus Human Resources Office. 

  • Leave Donation Request (P-71) [pdf] – This form is used to donate personal leave to the Leave Transfer Pool.
  • Request for Leave Transfer (P-72) [pdf] – Employees experiencing a personal emergency requiring time away from work for which they have no paid leave, may request leave from the Leave Transfer Pool. This form requires approval from the department head, the Division of Human Resources and the State Budget and Control Board. All requests must include an explanation of the personal emergency, and a brief leave history explaining the reason there is insufficient leave to cover the time needed.
  • Return From Leave Notification (P-73) [pdf] – This form must be completed when an employee returns to work, a personal emergency ends, or they are terminated from employment.

Summary of Work-Related Injuries 

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

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

The Families First Coronavirus Response Act (FFCRA) takes effect on April 1, 2020. The FFCRA assists employees impacted COVID-19 and includes two forms of paid leave for employees.

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

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

Resources:

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

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

Resources:

U.S. Citizenship and Immigration Services (USCIS)

University of South Carolina

  • Applicant Review Template [pdf] – This should be used to compare the candidates against set criteria to determine who to interview. The hiring manager should develop a job specific template prior to reviewing applications. A sample review template [pdf] may help you get started.
  • Attestation of Hiring Process Form [pdf] – Once a candidate has been selected, the hiring manager must certify that they meet the minimum requirements and that there are no conflicting relationships. Upload this form into PeopleAdmin. 
  • Basic Guidelines for Screening Applicants [pdf] – Hiring managers should follow these guidelines to ensure each application is reviewed carefully and that those chosen to be interviewed meet the minimum requirements for the job. 
  • Diversity Recruitment Resources [pdf]
  • Justification Form [pdf] – Consider crafting a memo or completing this justification form to present to the department head or manager for approval to hire the selected candidate. 
  • Rating Guide [pdf] – After constructing a good set of job-related questions for your interview, you should also produce a rating guide to help score each applicant you interview. 
  • Reference Check [pdf] – Use this form to help conduct a thorough reference check on your top candidate for the job. 
  • Submit a ticket through the Service Now Portal and attach the access form(s) to request access to the PeopleSoft HCM HR/Payroll system

Summer Instruction PowerPoint Presentation

Form PBP-2S

PBP2S Guidelines

Summer Compensation Matrix

Sample Forms:

Tips:

When starting the Summer Compensation PDF the first selection you must make is the action type at the tip top of the page: Hire, Change, Separate. Once you’ve made this initial selection the form will update with the required fields for that selection.

During this time of campus closure and telecommuting we are foregoing required signatures. All non-signed forms be submitted to HR directly from the College level HR shop which will serve as College approval of any attached forms. Departments should not email forms directly to HR unless they have the required signatures.

The HR Operations office is currently closed to the public. Submission of all Summer Compensation forms must be done via email to saladmin@mailbox.sc.edu. If sending multiple forms, please list in the body of the email all employee names and USC IDs so that we can do a double check that all forms listed are included. Please do not send any forms to the campus office.

If you’re experiencing issues with the fillable PDF in another browser, please try in Internet Explorer before reaching out to our office.

 

 

 
Tips, resources and strategies to help employees adapt to working remotely.

Required Workplace Posters

All university departments are required to have the following items posted in the workplace:

Summary of Work-Related Injuries Posters

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

 

Payroll Deadlines, Forms and Requirements

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

Pay Period Ending Deadline (Submit to HR by Noon on) 
Friday, May 15, 2020
Friday, April 24, 2020
Sunday, May 31, 2020
Friday, May 8, 2020
Monday, June 15, 2020
Friday, May 22, 2020
Tuesday, June 30, 2020
Monday, June 8, 2020
Wednesday, July 15, 2020
Thursday, June 18, 2020
Friday, July 31, 2020
Thursday, July 9, 2020
Saturday, August 15, 2020
Monday, July 20, 2020
Monday, August 31, 2020
Monday, August 3, 2020
Tuesday, September 15, 2020
Monday, August 17, 2020
Wednesday, September 30, 2020
Friday, September 4, 2020
Thursday, October 15, 2020
Friday, September 18, 2020
Saturday, October 31, 2020
Monday, October 5, 2020
Sunday, November 15, 2020
Wednesday, October 21, 2020
Monday, November 30, 2020
Monday, November 2, 2020
Tuesday, December 15, 2020
Wednesday, November 18, 2020
Thursday, December 31, 2020
Monday, November 30, 2020

For more details on how these deadlines relate to pay days and weeks being paid, please refer to the HR Deadlines for 2020 chart [pdf].

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

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