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Division of Human Resources

HCM PeopleSoft System Resources

The following information is provided to assist in the transition to and use of the PeopleSoft system.

Sign into the HCM PeopleSoft 

HCM PeopleSoift is a single integrated system for managing a wide range of functions relating to HR, Payroll, Benefits and Self Service. 


Tips for Employees

How to "Claim My USC Credentials" [pdf] 
Learn what to do when you receive an email linking you to the credentials-claiming web page. Act quickly on this – the link expires in 48 hours.

Sample Paycheck Stub [pdf] 
For faculty, staff and student employees

ALERT: If this is your first time using eLearning resources at this website, read this important eLearning tip sheet [pdf].

eLearning – Employee Self Service
With these eLearning materials, you can set your own pace as you learn about Self Service screens and functionality.

eLearning – Self Service Fundamentals
This self-paced eLearning resource covers important basics about the new system. Included is guidance on signing in and signing out – and information on how key web pages display content.

System Set-Up Checklist -  for new university employees (faculty and staff), new student employees and new affiliates. It shows required and optional set-up actions to be completed when you first log in to the HCM PeopleSoft system.

Tip Sheet for Employee Self Service -  highlights key features and functions in the Employee Self Service feature of the HCM PeopleSoft system. 

Tip Sheet for Affiliates -  highlights features and functions that Affiliates can use in the HCM PeopleSoft system.

Tips for Managers

eLearning – Manager Self Service
Use these eLearning materials to learn at your own pace.

Tips for HR Contacts

HR Contacts must complete this training course to be granted access to HR functionality in the new system.

HCM Actions Job Aid [pdf] serves as a quick reference of which HCM PeopleSoft eForm should be used to initiate HR and Payroll actions.

Important resources regarding the credentialing process for new hires and affiliates:

Individuals with HR roles (Department HR Contact, College/Division HR Contact, or Campus HR Contact) can pull queries (reports) in the HCM system. Two documents are available listing queries available to people who have:

• Department HR access
• College/Division and Campus HR access

Navigation to access the Query Viewer page in the system: NavBar > Classic Home > Main Menu >  Reporting Tools > Query > Query Viewer.

Integration with PeopleSoft [pdf]  
Shows two processes and how they integrate with PeopleSoft: the hire process and PD actions process.

Download the Excel workbook (two tabbed spreadsheets) [xlsx]

When clicking to download, you will be prompted to save the spreadsheet to your computer.

With the new system, HR Contacts need to calculate the amount per pay period for instances of ongoing Additional Pay, rather than the previous approach of indicating the total amount. They will then enter the per-pay-period amount into the Additional Pay eForm. This applies to ongoing salary adjustments. The calculator is a simple Excel spreadsheet that does the calculations for you based on total amount, pay group and number of pay periods.

ALERT: If this is your first time using eLearning resources at this website, read this important eLearning tip sheet [pdf]

  • eLearning – eForms for HR Contacts 
    This collection of eLearning modules covers five important eForms: Additional Pay, Job Change, Status Change, Additional Assignment, and Affiliate Actions. A sixth module addresses Navigation by Role.
  • eLearning – HR/Payroll Fundamentals
    This eLearning is essential for HR Contacts and other frequent users of the new system. It covers key fundamentals: universal navigation elements, tables vs. records, searching, working with pages, adding and updating data, and more.

This quick guide [pdf] shows you how to select appropriate basis on position descriptions and hiring proposals in PeopleAdmin. Selecting the appropriate basis is crucial in ensuring the employee's pay is accurate in HCM.

HCM PeopleSoft uses 9 account codes to classify payroll expenses – in place of the 75 object codes used previously. This 1-page reference [pdf] lists the new account codes and earnings codes.

Student employment transitioned to HR on April 1. This matrix will help you understand the different job codes and types of pay [pdf] for student employees. 

The HR Dashboard in HCM [pdf] provides up-to-date data at a glance to assist in tracking/monitoring pertinent information for your employees broken into the six data sets listed below. Note this is only available to HR Contacts at the College, Division and Campus levels.

  • Turnover analysis
  • Diversity overview
  • Diversity analysis
  • Job category
  • Headcount movement
  • Current headcount

HCM initiators can see the eForms that they initiated which are pending in the workflow, while approvers can see eForms pending at any workflow state in which they have approval authority. Reference the job aid [pdf] for more information.

This reference guide [pdf] provides a list of reasons to choose from and when to use them for separating employees. 

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