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Division of Human Resources

HR Toolbox

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

COVID-19 Guidelines

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

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

Tools and Resources

Forms

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

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

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

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

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

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

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

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

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

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

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

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

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

Tools and Resources

Forms

Tools and Resources 

Forms

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

Cost saving programs are designed to assist departments in managing costs and tailoring the workforce to better meet current and future needs. These may include:

  • Reduction in Force (RIF)
  • Retirement Incentive Program (RIP)
  • Voluntary Separation Program (VSP)
  • Furlough (mandatory and voluntary)
  • 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. 
  • 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. 

               Laboratory Technologist
               Post Doctoral Fellow
               Research Assistant Professor
               Research Associate Professor

  • Access/Removal Request to Human Resource Systems [pdf] – Complete this form to request or remove access to the following HR Systems:
    • PeopleAdmin/USC Jobs
    • HR Drop Box
    • HR Intranet
    • I-9/E-Verify
    • Background Check
    • Drug Screening
    • Tracking Log Notifications and Payroll Actions Report
    • Other HR Systems
  • PeopleSoft HCM All Access Form [pdf] – Submit a ticket through the Service Now Portal and attach this form to request or remove access for the following roles in PeopleSoft HCM:
    • HR Rolls
    • Payroll /Business Manager Rolls
    • Finance Rolls
    • Time/Labor and Absence Management Approval Rolls
Review the Summer Compensation section of our website for instructions on how to submit compensation actions for FTE faculty and temporary faculty who worked in the previous spring 2022 semester.
 
Tips, resources and strategies to help employees adapt to working remotely.

Summary of Work-Related Injuries Posters

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

 

Payroll Deadlines, Forms and Requirements

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

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

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

2023 Pay Period Ending Deadline (Submit to HR by Noon on) 
January 15, 2023 Wednesday, December 7, 2022
January 31, 2023 Monday, January 9, 2023
February 15, 2023 Wednesday, January 18, 2023
February 28, 2023 Friday, February 3, 2023
March 15, 2023 Monday, February 20, 2023
March 31, 2023 Wednesday, March 8 ,2023
April 15, 2023 Thursday, March 23, 2023
April 30, 2023 Thursday, April 6, 2023
May 15, 2023 Thursday, April 20, 2023
May 31, 2023 Friday, May 5, 2023
June 15, 2023 Tuesday, May 23, 2023
June 30, 2023 Wednesday, June 7, 2023
July 15, 2023 Tuesday, June 20, 2023
July 31, 2023 Thursday, July 6, 2023
August 15, 2023 Monday, July 17, 2023
August 31, 2023 Tuesday, August 1, 2023
September 15, 2023 Thursday, August 17, 2023
September 30, 2023 Thursday, September 7 ,2023
October 15, 2023 Thursday, September 21, 2023
October 31, 2023 Friday, October 6, 2023
November 15, 2023 Friday, October 20, 2023
November 30, 2023 Friday, November 3, 2023
December 15, 2023 Friday, November 17, 2023
December 31, 2023 Tuesday, November 28, 2023

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


Absence Approval Deadlines

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

Please note these deadlines are for planned absences only. Unforeseen absences should be submitted and approved as quickly as possible.  

2022 Absence Processing Period   Absence Approval Deadlines (due by 5:00 p.m.)
January 1 – January 15, 2022 Tuesday, January 4, 2022
January 16 – January 31, 2022 Friday, January 14, 2022
February 1 – February 15, 2022 Wednesday, February 2, 2022
February 16 – February 28, 2022 Tuesday, February 15, 2022
March 1 – March 15, 2022 Wednesday, March 2, 2022
March 16 – March 31, 2022 Friday, March 18, 2022
April 1 – April 15, 2022 Monday, April 4, 2022
April 16 – April 30, 2022 Monday, April 18, 2022
May 1 – May 15, 2022 Monday, May 2, 2022
May 16 – May 31, 2022 Tuesday, May 17, 2022
June 1 – June 15, 2022 Thursday, June 2, 2022
June 16 – June 30, 2022 Friday, June 17, 2022
July 1 – July 15, 2022 Wednesday, June 29, 2022
July 16 – July 31, 2022 Monday, July 18, 2022
August 1 – August 15, 2022 Tuesday, August 2, 2022
August 16 – August 31, 2022 Thursday, August 18, 2022
September 1 – September 15, 2022 Friday, September 2, 2022
September 16 – September 30, 2022 Monday, September 19, 2022
October 1 – October 15, 2022 Monday, October 3, 2022
October 16 – October 31, 2022 Tuesday, October 18, 2022
November 1 – November 15, 2022 Tuesday, November 1, 2022
November 16 – November 30, 2022 Tuesday, November 15, 2022
December 1 – December 15, 2022 Friday, December 2, 2022
December 16 – December 31, 2022 Friday, December 9, 2022

 

2023 Absence Processing Period Absence Approval Deadlines (due by 5:00 p.m.)
January 1 – January 15, 2023 Tuesday, January 3, 2023
January 16 – January 31, 2023 Friday, January 18, 2023
February 1 – February 15, 2023 Wednesday, February 1, 2023
February 16 – February 28, 2023 Tuesday, February 14, 2023
March 1 – March 15, 2023 Thursday, March 2, 2023
March 16 – March 31, 2023 Monday, March 20, 2023
April 1 – April 15, 2023 Monday, April 3, 2023
April 16 – April 30, 2023 Monday, April 17, 2023
May 1 – May 15, 2023 Tuesday, May 2, 2023
May 16 – May 31, 2023 Wednesday, May 17, 2023
June 1 – June 15, 2023 Friday, June 2, 2023
June 16 – June 30, 2023 Monday, June 19, 2023
July 1 – July 15, 2023 Thursday, June 29, 2023
July 16 – July 31, 2023 Tuesday, July 18, 2023
August 1 – August 15, 2023 Tuesday, August 1, 2023
August 16 – August 31, 2023 Thursday, August 17, 2023
September 1 – September 15, 2023 Friday, September 1, 2023
September 16 – September 30, 2023 Monday, September 18, 2023
October 1 – October 15, 2023 Monday, October 2, 2023
October 16 – October 31, 2023 Wednesday, October 18, 2023
November 1 – November 15, 2023 Thursday, November 2, 2023
November 16 – November 30, 2023 Wednesday, November 15, 2023
December 1 – December 15, 2023 Monday, December 4, 2023
December 16 – December 31, 2023 Friday, December 8, 2023

 


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