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.

Travelers Insurance Company – Auto and home insurance offered to UofSC employees.

Colonial Life Hospital Confinement and Cancer Coverage [pdf] – Comprehensive Brochure describing coverage details.

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

Colonial Life Authorization Form [pdf] – This form is used to authorize payroll deductions for Colonial Life’s Hospital Confinement and Cancer plans.
Colonial Life Cancer and/or Hospital Confinement Enrollment Form [pdf]

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.
Gamecocks LiveWell – A comprehensive worksite wellness program addressing all dimensions of wellness for faculty and staff members.
PEBA's Health and Wellness Programs – A number of health management programs, value-based benefits and perks offered through the Standard and Savings health plans.
UofSC's Employee Wellness Programs

www.asiflex.com/scmoneyplus – Online system used to manage your MoneyPlus Flexible Spending Accounts.
Active Notice of Election (NOE) Form [pdf] – Complete this form if you are electing or re-enrolling in a Medical Spending Account, Dependent Care Account or Health Savings Account. Please note you may only elect a Health Savings Account if you have enrolled in the State Health Savings Plan.
Health Savings Account Online Enrollment Form − If you choose to enroll in a Health Savings Account, you must also open an account with Central Bank.
MoneyPlus Claim Form [pdf]
MoneyPlus Worksheets [pdf] – Used to help determine how much money you need to deposit in your MoneyPlus accounts.

South Carolina Deferred Compensation Program (SCDCP) Brochure [pdf] – Brochure outlining 401(K) and 457(b) savings plan offerings administered by Great West Retirement Services.
SCDCP Video – Testimonials to help employees understand the benefits of saving and importance of developing a retirement readiness strategy through SCDCP.
SCDCP Website – Online enrollment system for 401(k) and 457(b) plans.
Deferred Compensation Enrollment Form [pdf]
Deferred Compensation 401K Beneficiary Form [pdf]
Deferred Compensation 457 Beneficiary Form [pdf]
Providers of Other Tax-Sheltered Annuity Plans [pdf] – List of 403(b) plan providers.

Tools and Resources

ACA Administrator General Questions [pdf] – These FAQs are designed for managers and HR Contacts.
ACA General Employee Questions [pdf] – These FAQs are designed for general employees.
ACA USC Department Guidelines [pdf]
Benefits Providers – Comprehensive list of providers, their contact information and member login access.
EyeMed summary of benefits [pdf] – Comprehensive list of the State Vision Care Plan costs.
HR Payroll System – Access to information and functions for payroll/paycheck information, benefits information, personal details (such as address and emergency contacts), and talent/education information.
PEBA Insurance Benefits Guide [pdf]
UofSC Insurance Benefits Summary [pdf]
Insurance Orientation and Education [pdf] – PowerPoint presentation that provides new employees with important information to help you prepare to make the best sections.
MyBenefits – Online enrollment system used to manage and renew all insurance benefits.

Forms

ACA Marketplace Acknowledgment of Receipt [pdf] – This acknowledgment of receipt must be signed by all new employees and included in their hiring paperwork.
ACA Marketplace Notice for New Hires [pdf] – This notice must be given to all new employees within 14 days of their start date.
BlueCard Worldwide International Claim Form [pdf
Carolina Rewards Orientation Worksheet (CROW) Instructions [pdf] – Please read the instructions before completing the CROW worksheet above.
CROW [pdf]
Certification Regarding Tobacco Use [pdf] – This form confirms the tobacco use of you or those you insure.
Dependent Documentation Worksheet [pdf] – A list of documents that are required for all dependents and spouses.
Name/Address Change Form – Use this form to update PEBA administered insurance and retirement plans. Completed forms should be returned to the Benefits Office, 1600 Hampton Street, Columbia, SC 29208. UofSC HR will distribute to Payroll, PEBA Insurance Benefits and PEBA Retirement Benefits.
Notice of Election (NOE) [pdf] – Complete this form to indicate your insurance benefits elections or your refusal of benefits. Please read the instructions on page 2 carefully prior to completing the form.
Notice of Special Enrollment [pdf] – Notifies employees of their right to make changes to their insurance during special qualifying events.
State Health Plan Benefits Claim Form [pdf]
UofSC Transfer Employee Form [pdf] – Those employees who are transferring from another South Carolina state-covered entity and those who are transferring within the university are required to continue your same level and type of coverage in existence and must submit this form to Human Resources.

Evidence of Insurability Process [pdf] – This form must be submitted and approved to receive medical evidence of good health for certain life insurance requests.
Life Insurance Premiums [pdf] – List of current monthly premiums for Optional Life and Dependent – Life Spouse Insurance coverage.

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 HIPPA 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

Benefits Providers – A comprehensive list of providers, their contact information and member login access.
Dependent Documentation Worksheet [pdf] – A list of documents required for all dependents and spouses.
PEBA Insurance Benefits Guide (IBG) [pdf]
UofSC Insurance Benefits Summary [pdf]
It's Your Choice: SCRS vs. State ORP – Video that provides new employees with information about the two retirement plans options they may choose from.
Member Access – Online enrollment system used to manage and renew retirement membership.
Setting Up a Member Access Account [pdf] – Instructions on how to register for Member Access.
Retirement Program Guidelines for Retired Members of PEBA Who are Returning to Employment
Retirement Program Guidelines for Temporary Employees [pdf]
Select Your Retirement Plan Guide [pdf] – Guide that provides new employees with information about the two retirement plan options they may choose from.

Forms

Active Member Beneficiary (Form 1102) – For SCRS or PORS pension plans.
Benefits Data Summary for Transferring Employees [pdf] – Those employees who are transferring from another South Carolina state-covered entity and those who are transferring within the university are required to continue your same level and type of coverage in existence and must submit this form to Human Resources.
Election of Non-Membership (Form 1104)
Name/Address Change Form – Use this form to update PEBA administered insurance and retirement plans. Completed forms should be returned to the Benefits Office, 1600 Hampton Street, Columbia, SC 29208. UofSC HR will distribute to Payroll, PEBA Insurance Benefits and PEBA Retirement Benefits.
Refund Request (Form 4101) – For SCRS or PORS pension plans.
South Carolina Retirement System (SCRS) Forms
State ORP Beneficiary (Form 1106)
State ORP Notice of Termination or Change (Form 1162)

Tools and Resources

Carolina Alert – The university will send notifications regarding any closings or delayed openings using the Carolina Alert system.
iTAMS – All leave must be reported through the University’s time and attendance management system.
UofSC Insurance Benefits Summary [pdf]
Holiday Schedule
my.sc.edu/emergency – Register for Carolina Alert or update your contact information here.
South Carolina Emergency Management Division – Any closings or delayed openings of state government offices are posted on this website.

Forms

Employee Request for Leave (P-83) [pdf]
Employee FMLA Health Certification Form [pdf] – If the leave is for a period of disability greater than 3 days, you must have a health care provider complete this form.
Family FMLA Health Certification [pdf] – Employees who are requesting FMLA leave to care for a family member should complete this form instead of the Employee Health Certification Form.
Leave Worksheet [pdf] – This form summarizes sick leave and annual leave balances in order to determine if leave without pay will need to be taken or not.

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.

Guidelines for Tuition Reimbursement for Employees in Research Grant and Time-Limited Positions [pdf]
Tuition Assistance Application [pdf] – For faculty and staff in full-time equivalent (FTE) positions or ROTC faculty.
Tuition Reimbursement Application and Promissory Note [pdf] – For employees in research grant or time-limited positions.

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 Performance Management System (EPMS) [pdf] – Form used to evaluate the job performance of classified and unclassified staff.
Performance Feedback Assessment for Non-Covered Employees [pdf] – Form used to evaluate the job performance of university employees who are not classified or unclassified staff.
Performance characteristics are qualities, traits, or individual characteristics that are needed for employees to perform their job duties successfully.

Designing Effective Reward and Recognition Programs [pdf] – Consult package for all campuses.
Faculty and Staff Award Authorization [pdf] – Departments who would like to establish a new award for faculty and staff recognition must submit this form to Human Resources and the Board of Trustees.
Guidelines for Awarding Pay for Performance Salary Increases for Classified Staff [pdf]
Guidelines for Developing a Recognition Program at USC - Columbia Campus [pdf]
Request to Establish Employee Recognition Program [pdf]

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.

Employee Separation Checklist for Supervisors/Managers [pdf] – This form should be submitted to your department's HR representative (not UofSC's Division of Human Resources).
South Carolina Department of Employment and Workforce

Academic Position Request Form [pdf] – This form is applicable to the Columbia campus only. If this request places your college over their FTE baseline, the Request for FTE Baseline Increase form [pdf] must also be attached when sending to the Provost Office.
Summary of FTEs By Responsibility Code [pdf] – Departments may use this document to review their current FTE summaries.

Affiliate Appointment Form [pdf] – Please refer to Univ 2.50 policy on affiliate appointments [pdf].

Background Screening Candidate Tip Sheet [pdf]
Department Electronic Background Screening Request form [pdf] – This form should be used for affiliates, students and volunteers that require background and/or drug screenings.

Dual Request Form [pdf] – Use this form to hire external duals through PeopleAdmin.
Retirement Program Guidelines for Dual Employment [pdf]

U.S. Citizenship and Immigration Services (USCIS)

University of South Carolina
Form I-9

Form I-9 Authorized Representative Agreement [pdf] (see tip sheets in E-Verify section below)
I-9 Webinar (January 2017)

E-Verify

Request for Floater Assistance (P-100) [pdf]

Attestation of Hiring Process [pdf] – Hiring managers and members of the selection committee must disclose any prior relationship with a selected candidate. Upload this form into PoeopleAdmin for all FTE, research grant and time-limited positions.
Business Process for UofSC Transfer [pdf]
Request for FTE Baseline Increase Form [pdf] – This form is to be used system wide when exceeding your current FTE baseline.
Request for Human Resources Action (HR27) [pdf]
Summary of FTEs By Responsibility Code [pdf] – Departments may use this document to review their current FTE summaries.
UofSC Transfer Form [pdf]

Step by Step Guide to Hiring [pdf] – This guide is designed to help navigate you through every step of the hiring process.

Academic Position Request Form [pdf] – This form is applicable to the Columbia campus only. If this request places your college over their FTE baseline, the Request for FTE Baseline Increase form must also be attached when sending to the Provost Office.
Request for FTE Baseline Increase Form [pdf] – This form is to be used system wide when exceeding your current FTE baseline.
Summary of FTEs By Responsibility Code [pdf] – Departments may use this document to review their current FTE summaries.

FLSA: Exemption Test Questionnaire [pdf] – Employees who earn more than $23,660 per year may be considered exempt, if they pass the “duties test”. Use this questionnaire to help determine the correct exemption status.
Higher Education State Job Classifications
Higher Education Unclassified Titles-with Federal Categories [pdf]
Next Steps Hiring Guide [pdf] – This guide is designed to help navigate you through the hiring process once a position is posted.
State of South Carolina Pay Bands – This chart provides the minimum, midpoint and maximum for each of the 10 pay bands.
Step by Step Guide to Hiring [pdf] – This guide is designed to help navigate you through every step of the hiring process.
USC Jobs Online Login for Hiring Managers – Position description system for hiring managers.
OLD USC Jobs Online Login for Hiring Managers (active until June 27, 2020)

Retirees Returning to Work [pdf] – Guidelines for hiring employees who have retired from UofSC or another employer participating in a PEBA administered retirement program.
Retirement Program Guidelines for Retired Members of the SCPEBA Who are Returning to Employment

Authorization Agreement for Electronic Deposits [pdf]
EEO Data Reporting Form [pdf]
Foreign National Tax Information Form [pdf]
IRS W-4 Form [pdf]
Request for Human Resources Action (HR27) [pdf] – This form may be used for retention, hire above minimum, promotion, reassignment, transfer, additional knowledge, skills or abilities or demotion.

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.

Additional Compensation (Multiple Assignment) Request for Research Grant/Time-Limited Positions (RG/TL-AC) [pdf] – This form is used for RG/TL employees who are requesting additional compensation.
Additional Compensation for RGP/TL [pdf] – This form is used for RGP/TL employees who are employed in a temporary position as a secondary job.
Attestation of Hiring Process [pdf] – Hiring managers and members of the selection committee must disclose any prior relationship with a selected candidate. Upload this form into PoeopleAdmin for all FTE, research grant and time-limited positions.
Business Process for UofSC Transfer [pdf]
Procedures for Establishing, Filling, and Terminating Research Grant and Time-Limited Positions (RGP/TL) [pdf]
RGP/TL Reappointment Letter [pdf] – Effective 4/1/2019, this letter replaces the RGP/TL Agreement form. Attach this letter to reappointment actions that are submitted to HR Operations and Services.
UofSC Transfer Form [pdf]

Request for Human Resources Action (HR27) [pdf] – This form may be used to request approval to extend a salary offer that is above the advertised salary rate for new hires, promotions, reassignments or transfers.

Foreign National Tax Information Form [pdf] – Required for international student hires.
I-9 Advantage Webinar for Student Hire Contacts (Recorded March 18, 2019)
Student Change Request [pdf] – Use this form to request changes to a student employee's supervisor, hours, pay or location code. You may also use this form to separate students earlier than their original expected end date.
Student Employment Information Form [pdf] - This form includes critical information for all students hires and the ACA Marketplace Acknowledgment of Receipt. This form must be signed by all new student employees and included in their hiring paperwork.
Student Hire Request Form [pdf]
Student Job Codes and Types of Pay [pdf]

Electronic System for Travel Authorization
Electronic Visa Update System
Hosting and Hiring International Scholars
PeopleAdmin - Resources and training materials to help create position descriptions, postings, hiring proposals and onboarding for employees.
U.S. Customs Travel Tips
U.S. Department of Justice, Office of Special Counsel

Access/Removal Request to Human Resource Systems – Complete this form to request or remove access to HR Systems.

Submit a ticket through the Service Now Portal and attach the access form(s) to request access to the PeopleSoft HCM HR/Payroll system

User Agreement for Responsible Use and Confidentiality of Data [pdf] – This form should be submitted for anyone who has access to confidential personnel data, information systems and files in various forms.

Emerging Leaders Program Application [pdf]
Individual Development Plan (IDP) Form [pdf]
LEAD Certificate of Completion Checklist [pdf] – Use this checklist to help keep track of your progress towards completion of the management development program.
Non-Supervisory IDP Example [pdf]
Supervisory IDP Example [pdf]

Required Workplace Posters

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

This Employer Participates in E-Verify [pdf]
Employee Rights and Responsibilities Under the FMLA [pdf]
Employee Rights Under the FLSA [pdf]
Equal Opportunity is The Law [pdf]
If You Have The Right To Work, Don't Let Anyone Take It Away (English) [pdf]
Notice of Affirmative Action, Plan for Handicapped, Disabled Veterans of the Vietnam Era and Notice of Normal Working Hours and Required Pay Period Schedule [pdf]
Reaffirmation of Policy on Equal Opportunity and Affirmative Action [jpg]
South Carolina Department of Employment and Workforce (SCDEW) Fraud Prevention [pdf] – This poster is recommended by the S.C. Department of Employment and Workforce, but is not required.
South Carolina Law Prohibits Employment Discrimination [pdf]
South Carolina Workplace Laws: Notice to Employees (All-In-One) [pdf]
Your Rights Under USERRA [pdf]
UofSC's Employee Assistance Program [pdf] – This poster is recommended, but is not required.

Summary of Work-Related Injuries Posters

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, November 15	Wednesday, October 23
Saturday, November 30	Monday, November 4
Sunday, December 15	Wednesday, November 20
Tuesday, December 31	Monday, November 25
Wednesday, January 15, 2020	Wednesday, December 11, 2019
Friday, January 31, 2020	Monday, January 6, 2020
Saturday, February 15, 2020	Monday, January 27, 2020
Saturday, February 29, 2020	Friday, February 7, 2020
Sunday, March 15, 2020	Monday, February 17, 2020
Tuesday, March 31, 2020	Tuesday, March 10, 2020
Wednesday, April 15, 2020	Monday, March 23, 2020
Thursday, April 30, 2020	Wednesday, April 8, 2020
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 through December 2019 chart [pdf] and the HR Deadlines for 2020 chart [pdf].

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

Division of Human Resources

HR Toolbox

Benefits

Employee Performance

Hiring

International Scholars

Security and System Access

Training and Professional Development

Workplace Posters

Payroll Deadlines, Forms and Requirements

Challenge the conventional. Create the exceptional. No Limits.