In her role of HR Systems Trainer for HCM, Teresa Limpalair sends regular emails to HR Contacts. Each email is filled with timely alerts and important guidance. Below are all emails since implementation of the new HR/Payroll system.
As is clearly the ‘new normal’, today’s update is lengthy. We want to ensure you are kept up-to-date on the routine HR action/processing topics but also on information related to COVID-19 and the Families First Coronavirus Response Act as applicable to your role. Please be sure to read all information, and don’t hesitate to reach out if you have questions or concerns. We are all in this together!
HR Action/Processing Topics:
- Faculty Summer Compensation Reminders – As the summer compensation requests have already started flying in, we want to provide a few quick reminders. We will review and approve these requests as timely as possible, but please remember that summer comp has the same deadlines and requirements as all other HR actions –for inclusion in the 5/31 paycheck the deadline to submit to HR Operations is 12:00-noon on 5/8.
- No signatures are required on the PBP2s as long as they are submitted to HR Operations by the College or Campus level HR team, if submission comes from the department we will require signatures.
- Don’t forget to add the combo code in the justification/comments section of the form. This is a requirement so that our friends in Payroll and Grants and Funds Management can quickly identify if funding is active and available for the amounts requested.
- As is the case each year, some Maymester courses begin prior to 5/16. However, per SC State HR Regulations and UofSC policy, FTE faculty cannot receive compensation for summer until they are out of their basis. For 9 month faculty they are outside of their basis from May 16 – August 15. Any courses starting in early May will not be included in the 5/16 paycheck, if submitted timely it will be included in the 5/31 paycheck.
- All email submissions and inquiries should be sent to firstname.lastname@example.org. Please do not email specific HR employees about summer comp unless responding to a question or correction that was sent to you. We have several folks helping out with summer comp this year, so be on the lookout for emails from different names.
- RGP/TL Reappointment Reminder – Just a friendly reminder that RGP/TL reappointments must be submitted with an effective date prior to the current end-date in HCM Job Data (which populates in the Job Change eForm). HCM is an effective dated system so if you have an RGP with a 5/31/2020 end-date and you submit the reappointment effective 6/1/2020 they will auto-terminate aka ‘roll out’ of the system on 5/31. Your reappointment letters should still reflect the true appointment period, for this scenario it would be 6/1/2020 – 5/31/2021, just the effective date on the Job Change eForm that should be different.
- EPMS Submissions While Working Remote - The attached memo was sent to HR and Business Contacts last Friday regarding changes to EPMS process and submissions while we are all working remote. The EPMS Submissions attachment includes information about reviewing EPMS with the employee via video meeting, what types of signatures will be accepted in lieu of the original, and the information we need for HR Contacts to is included on each EPMS submission. Please be sure to read the attachment and share with your area supervisors.
COVID-19 Related Topics:
- Manual Submission of Emergency Leave Requests – Many areas have taken advantage of the manual process that HR has offered for employees who may not have access to computers to submit requests for the emergency leave on their own. Please inform the employee that you’ve submitted the request on their behalf. We are seeing a high number of duplicates, specifically with the student employees with emergency paid sick leave (EPSL) - the College/Division submits the manual requests and then the exact request is submitted by the employee via the eForm in HCM.
- Temporary and Students Required to Attach Reduction in Hours or Termination Letter to EPSL Requests – Just a reminder that all temporary and student employees applying for emergency paid sick leave (EPSL) hours are required to attach the official letter from the department notifying or reduced hours or termination. We will not accept an email or text from the supervisor, nor are the governor’s executive orders acceptable for temps and students. I have attached the three templates again for your reference: Reduce to Zero Notice, Reduction in Hours Notice, and the Termination Notice. HR is recycling all EPSL requests from temporary and student employees not accompanied by one of these three letters. Temporary and student employees with multiple jobs must have a letter for each different EMPL record for which they are requesting the EPSL.
- Tips for Success while Working Remotely – In the midst of what can feel like chaos, I want to remind you that HR’s Office of Professional Development has put a ton of work into developing resources, strategies, and learning opportunities to help employees with the transition to remote work. Please visit the HR’s Remote Work Strategies webpage to access all of these great resources.
- Continue to Routinely Check UofSC COVID-19 Webpage – Another quick reminder to frequently check the University’s COVID-19 landing page as it is the quickest way to see the most recent updates all in one place. President Caslen announced in his email to Faculty and Staff on Tuesday of this week a townhall meeting scheduled for 4/28 at 6pm, information on how to join the virtual meeting will be posted to the COVID-19 webpage in the coming days.
Over the past few weeks we have shared tons of information with you, and sometimes have even amended what was previously provided. Know that we are doing this to ensure you have the most up-to-date information. If you have questions or do not understand some aspect of the below topics do not hesitate to reach out. Often times your questions are the basis for a new FAQ or announcement, so keep them coming. We are in this together!
HR Actions and Updates:
- Summer Compensation PDF Issues – I have heard from several of you experiencing issues completing this fillable PDF, please ensure you are using the PBP2s version attached and completing in Adobe. Or if you prefer to access from the HR Toolbox website, you must be using an Internet Explorer browser. Neither Chrome nor Edge work are compatible with these fillable PDFs and you will continue to run into issues.
- Active Combo Code Query – For purposes of Summer Compensation the HCM System team and the Controller’s Office have created a query which shows all currently active combination codes in HCM, which is available to anyone with the Department HR, College/Division HR and Campus HR roles. The query name is SC_PY_COMBO_CODES. Remember it is a requirement for Summer Compensation that you list the combo code in the justification portion of the PBP2s form. While this was designed for Summer Compensation, I imagine this is still a very beneficial query for areas who do not have faculty!
- Payroll Hot Topics Webinar April 29th – The next Payroll Hot Topics webinar is scheduled for April 29th from 1:00-2:00pm and will take place via Microsoft Teams. This webinar will cover the following topics:
- ITAMS – Approval Process and Timing
- Direct Deposit
- Current Retro Funding Change Process
- Combo Code Query
- Use this link to enter the session: Join this Meeting
- There is no need to register. To attend this live session, click on the Teams Meeting link above. If this is your first time participating in a Teams Meeting, the attached one-page job aid will walk you through the steps.
- FAQs for Employees – HR has updated the FAQs out on the Emergency Paid Sick Leave and Emergency FMLA resources page almost every day this week, so please ensure you are checking and refreshing this page often. There are separate FAQs for EPSL and EFMLA, so make sure you are reading both sets of information. We have targeted these FAQs towards the regular non-HR employee so please share this link and information with supervisors and employees in your area. Below is the hot button question for this week:
- Question: My employee applied and was approved for 80 hours of EPSL even though they are currently working full-time. They have now entered both work and EPSL hours into iTAMS, should I approve?
- Answer: Employees who are working their normal scheduled hours should not enter EPSL hours into ITAMS as the purpose of these hours is to make the employee ‘whole’ from time not able to work. If they are working their regularly scheduled hours whether remote or not, please inform the employee to not use EPSL. EPSL is strictly for hours the employee is unable to work due to one of the six qualifying reasons as determined by the federal government.
- Queries for HR Contacts re: Who is Approved for EPSL and EFMLA – The HCM Support team created two queries to track employees who have requested Emergency Paid Sick Leave (EPSL) and Emergency FMLA. The queries are available to all with the Department HR, College/Division HR and Campus HR roles in HCM. The query to track EPSL is SC_HR_COVID_19_EMERG_SL and the query to track EFMLA is SC_HR_COVID_EFMLA_PENDING, you should plan to run these queries a few times a week and ensure supervisors are kept in the loop regarding the hours for which their employees are approved.
- While supervisors are receiving the auto-generated email from PeopleSoft they may be inundated with the volume and your double check confirmation with query data will prove vital. Also note some employees have an incorrect or vacant supervisory position in HCM which means the data you provide from these queries is the only way those new/interim supervisors will receive the information.
- Both queries have the option to search by responsibility code/operating unit, or you can leave this field blank and the data will return based on your security. You can also choose if you want to see the pending requests out there or only what has been approved.
- Manual EPSL Submission for Temps and Students, Letters Still Required – For those areas which are utilizing the manual spreadsheet submission of EPSL requests for temps and students who may not have access to computers at home, please note that the reduction of hours or pending termination letter is still required. Once you have all letters, please send to the Benefits Office at email@example.com so we can align with the spreadsheet requests and include as a part of their official personal record. This aligns with the eForm request for EPSL as all temporary and students are required to attach that letter before the request is approved by central HR.
- ITAMS Timecodes – We continue to receive questions regarding the correct timecodes for COVID-19 events and when each is appropriate to utilize. Please see the attached document from the Payroll Office which provides great information on when to use each of the COVID-19 related timecodes.
- Daily Census Report – Just a friendly reminder to please send in your census report no later than 1:30pm Monday - Friday. We are still seeing a number of reports coming in later in the day, which unfortunately means they are not in the official count for that day. HR’s IT team works diligently to compile all of the data into one giant spreadsheet, send to our leadership for review, and get to State HR by their deadline. Please help us to provide the most accurate data by submitting your census report by this established time. Remember to send your daily reports to John Waters at firstname.lastname@example.org.
Hello, HR Contacts!
I truly hope each of you are well and staying safe. While telecommuting is challenging at times, I have to admit having a window office is pretty great! Today I have HR and Payroll related updates and reminders to share, in addition to some COVID-19 reminders. Please be sure to read all information and don’t hesitate to reach out if you have questions.
HR Transaction Related Topics:
- Status Change eForm Updated – In response to COVID-19, and in order to ensure accurate reporting measures, HR has added a new Separation reason code to the HCM Status Change eForm called ‘Related to COVID Event’. At some point in the future, upon exhausting the Families First Paid Sick Leave and any other leave options, it may become necessary to let employees go due to events of COVID-19. This new reason code is should also be used in cases where the hire went through but the department had to withdraw because there was no work to be completed. This reason code is crucial for HR, the University, and the State so we can accurately track and report on job losses.
- Submitting W-4s via iTAMS - Due to the campus closure, the Payroll Office will now be accepting submission of W-4 Forms online through the iTAMS system. This process has been established so that employees can securely submit these forms without having to worry about placing in the mail. If you have questions regarding this new process, please reach out to the Payroll Office at email@example.com.
- Note for new hires they will not be able to complete this step at the same time as the majority of their Onboarding Tasks, as they cannot complete this step until their record exists in iTAMS. Recall from training that once the hire is approved in PeopleAdmin (at the status of Hire Pending Validation) and the new hire has completed their Critical New Hire Task list, a hire eForm will be created in HCM. HR validates the hire eForm and approves and then the record is added to the que as part of the nightly feed of data to iTAMS. Long story short the employee will appear in iTAMS the day after you (the HR Contact) receive the auto-generated email that the hire eForm was ‘executed’ in HCM.
- Reminder to NOT List N/A when Creating Onboarding in PeopleAdmin – Just a friendly reminder when you are creating the onboarding event in PeopleAdmin to NOT list N/A in the Employee ID field. The field should either have a full and accurate USC ID (for rehires) or should be left blank. If you enter N/A in this field it causes the employee’s onboarding information to become merged and tangled with another random employee and thus delays the processing of their hire. When this occurs HR’s IT team has to get involved to untangle, and then all onboarding tasks must be reassigned for completion again – even if the employee had done everything. Depending on timing, this could even mean a delayed first paycheck which no one wants!
COVID-19 Related Topics:
- Daily Census FAQs – I have received several questions since sending the update to the daily census requirement, below is a listing of the most commonly asked questions:
- Should I include student employees in the daily census? – No, the census count should include all employee groups except student employees.
- Does the daily census include affiliates? – No, since affiliates are not employed by UofSC they should not be included on the report.
- What day is the census for? – The census report should be completed daily for the current day, Monday – Friday.
- When is the census due to HR each day? – The census is due to John Waters firstname.lastname@example.org daily by 1:30pm.
- What if an employee goes to the office for a short period of time? – If an employee goes to campus their ‘count’ for that day should be under the ‘employees physically reporting to workplace’.
- Authorization Letter Required if Employees Must Come to Campus (Columbia campus) – A memo and supporting attachments were sent to HR and Business Contacts on March 27th advising of requirements for employees needing to report to campus in light of the Columbia city ordinance. We received feedback that the word document wasn’t working properly, so the Essential Employee Letter template has been made into a fillable PDF and can be found on the HR website here. Please complete the required information and issue it to essential employees who must continue to work on campus. These letters do not need to be sent to the Division of Human Resources, but should be maintained at the college/division level. Please send HR a copy of the spreadsheet which lists the employees who were issued a letter. If you have any questions, please email Hank West at email@example.com.
- UofSC COVID-19 Website – I encourage you to get in the habit of checking our COVID-19 website daily as it is updated more frequently than my emails are sent! Please be sure to stay up-to-date on all information and disseminate relevant topics as applicable to your area leaders, managers, and employees.
I hope each and every one of you are well and staying safe during this strange time. This week I have several important reminders, updates, and changes to share so please be sure to read all information.
HCM and PeopleAdmin Updates:
- New Reason Codes Added to Status Change and Job Change eForms – The HR Team worked closely with the HCM System Support team to add a few reasons that were previously only in the ‘back end’ of HCM to the Status Change and Job Change eForms. Please remember all ‘position related’ changes for Staff FTE, Faculty and Staff RGP/TL must be initiated in PeopleAdmin; the new reasons of Location and Department change are primarily for the interface from PeopleAdmin or for Faculty FTE and temps without position descriptions. The new reasons are fairly self-explanatory but if you have questions about when to utilize please don’t hesitate to reach out.
- Status Change eForm:
- Add TER – DUP (Duplicate Hire)
- Add TER – WBS (Withdraw Before Start)
- Job Change Form:
- PAY – FLS (Increase for FLSA Exemption)
- PAY – MIN (Minimum Wage Increase)
- PAY – IHR (Increase Decrease in Work Hours)
- DTA – LOC (Location)
- DTA – DPT (Department)
- POS – Position Inactivated
- HCM Changes and Updating the Position Description – Thanks to two HR Contacts for pointing out a note relating to HCM changes and subsequent Position Description updates which hasn’t been formally shared. You are well aware that HCM is an ‘effective dated’ system which means an action with the highest (most current or future) effective date will overwrite applicable existing information. While majority of changes for Staff FTE and Faculty and Staff RGP/TL must go through PeopleAdmin there are two exceptions which are initiated directly in HCM: certain in-band salary increases not tied to the position, and account changes. It is important to note that the interface between HCM and PeopleAdmin only runs one way – from PeopleAdmin to HCM, there is no mechanism for HCM data to feed back into PeopleAdmin.
- In-Band Increases in HCM – You would initiate the following in-band increases directly in HCM via the Job Change eForm as they are not related to the position description: Pay for Performance, Additional Skills/Knowledge, Retention, and Special Equity Adjustment. There are a few salary decreases not tied to position that would also be initiated this way. Since these actions are done directly in HCM it means the Position Description is now ‘out dated’ and you must include the new salary information the next time you need to modify the PD. Otherwise, if you leave the salary at the old rate, it will overwrite the increase you previously granted when the action flows into HCM.
- Best Practice – Get in the habit of checking HCM Job Data for the current base salary each time you initiate a PD modification action. Remember the current base salary goes in the ‘Requested Salary’ field of the PD modification action.
- Account Changes in HCM – All current and future dated account funding changes are initiated directly in HCM on a Payroll owned eForm. So the next time you initiate a PD modification action you must ensure the updated funding information is properly accounted for. Otherwise, as noted above, the previous accounting information will come into HCM and it will revert back to before the Account Change eForm was approved. My recommendation for ensuring you have the current funding information in the PD modification action would be to open the previously approved Account Funding Change eForm in ‘View an ePAF’.
- Fillable PDF Attachments in PeopleAdmin Hiring Proposals – Over the last several weeks HR has had to work with initiators because the Fillable PDF attachments in the hiring proposals were blank. The impacted forms were: the New Hire Justification, the Attestation of Hiring Process, the Hire Above Minimum (HAM) Request, and the Hire Above Minimum Approval. The HR IT team worked with PeopleAdmin and found it was something in the system which was causing them to blank out all information. We believe a fix is in place, but please review all attachments prior to submitting hiring proposals though the workflow. If you find a fillable PDF saved blank please reach out so we can continue the conversation with PeopleAdmin.
- HCM Distribution Webinar – I have heard from several different folks this week with questions regarding the HCM Distribution pages in the Finance Intranet. If you were unable to attend the live webinar, please take the time to review the recorded webinar here. In addition to the webinar the Controller’s Office team created a detailed job aid for the HCM Distribution tool. If you have questions regarding information found in the HCM Distribution pages of Finance Intranet please reach out to the Controller’s Office.
COVID-19 Information and Reminders:
- UofSC COVID-19 Website – We recommend that you check the Coronavirus webpage daily to ensure you have the most current and up-to-date information. The website has updates as recent as 5pm yesterday, March 26th. If your supervisors or leadership have questions please check the resources available on the website.
- Work from Home Creativity – Just a friendly reminder to be creative in developing telecommuting assignments and to consider activities outside of the employees’ normal day-to-day job functions. This consideration should be extended to all employee groups including temps and students. Below are a few ideas that were covered in the memo sent to HR and Business contacts on March 20th.
- Projects which can be done offsite.
- Tracking COVID-19 related activities through telephone or email communication with coworkers.
- Administrative tasks which can be performed using personal computer equipment and do not require access to confidential information.
- Low or no-cost e-learning and virtual training opportunities that support the mission of the department.
- Research on issues important to higher education or unit priorities.
- Process documentation, including creation of standard operating procedures, flowcharts, checklist, etc.
- Review of current business processes to identify opportunities for increased effectiveness and efficiency.
- Review of your department’s online resources to identify necessary updates.
- Employees can be asked to contact members of the public to provide status updates or answer questions.
- Daily Census Reporting Requirements – The below updates for completing the daily census were sent to HR Contacts on March 24th. Please be sure you are taking this information into account when you are providing the daily numbers.
- Employees who are not telecommuting and on approved leave, including those on FMLA, should be counted as employees on leave.
- Employees who are working from the office and remotely in the same day, should be counted as coming into the office.
- Employees who are working remotely and taking leave in the same day, should be counted as telecommuting.
- Employees who come to the office to pick up materials should be counted as working remotely.
- Employees working part time or split time should be counted as whole employees.
- Your report should include FTEs, temporary, RGP and TL employees. Please do not include student employees in your daily report.
- Reports should include data for the current day and are due each day (Monday – Friday) by 1:30 p.m.
Hello, HR Contacts!
I hope you are all doing well and staying safe. Today’s email has so much vital information I have added section headers to help you navigate. As always, I’m here if you have questions or concerns.
HR and Payroll Related Announcements:
- Reminder HCM System Scheduled Outage – Just a quick reminder that HCM is scheduled to be down for updates starting today, Friday March 20th, at 4:00pm. The system is targeted to be back up and running by Monday morning, March 23rd. During the outage no actions can be initiated or approved in the system.
- VIP System Access Ends March 31st – The following message is sent on behalf of the Controller’s Office. ‘Prior to PeopleSoft HCM, paystubs were stored on the VIP system. As of the close of business on March 31st, this system will no longer be accessible. If there are paystubs prior to the April 15, 2019 payroll that you would like to save, please go to the VIP website at https://vip.sc.edu/ prior to March 31st. ‘ Information can be found on the Payroll website here.
- Postponing the Payroll Hot Topics Webinar – The Payroll Hot Topics webinar scheduled for March 25th has been postponed. Stay tuned to these weekly emails for the rescheduled date and time.
- Reaching out to HR – The Division of HR is here for you and we want to continue to provide the level of service you have come to expect. As I mentioned earlier in the week, email is now the method of contact for our staff. To help us serve you better, please include the employee’s USC ID and EMPL record in the subject line of your email (if applicable).
HR Action Updates/Reminders:
- Columbia Campus Faculty Compression Increases and Summer Compensation – If you have faculty who are part of the current compression plan, please hold off on initiating any summer compensation (instruction or ECOM) until the increase is in HCM. The increased salary should be reflected on the summer compensation form for applicable faculty. We are targeting an effective date of 4/1/2020 and will communicate back to you once these increases have been entered into HCM.
- Reminder of RGP/TL Reappointments and What Happens if not Completed Timely - If an RGP/TL employee is not reappointed timely before their auto-termination date in HCM, their appointment will end. Please remember that HCM is an effective dated system which means the effective date on the Job Change eForm for Reappointment must be prior to the current end-date on file. If the current end-date is 3/31/2020 the reappointment effective date must be prior to 3/31/2020 – if you use 4/1/2020 as the effective date they will auto-term on 3/31/2020 (the system looks at actions in the order which they are dated). If an RGP/TL is not reappointed timely they must be ‘re-hired’ through PeopleAdmin. We are allowing a ‘special hire’ process for these situations that does not require advertising the position. If this happens to your employees, please follow the below steps:
- HR Contact will reach out to HR Operations to make aware of situation.
- HR Operations must alert Talent Acquisition that this has been approved as an ‘internal posting’.
- HR Contact will create job posting for the position.
- HR Contact will transition the posting to ‘HR Recruitment’ with a comment that this ‘internal posting’ has been approved by their HRSC Coordinator.
- Talent Acquisition will transition the posting to ‘internal posting’.
- RGP/TL Employee will apply to the ‘internal posting’ (just like a the process for a ‘quick hire’).
- HR Contact (as applicant reviewer) will transition the applicant to ‘special hire’.
- HR Contact will create and submit hiring proposal as usual citing ‘rehire less than one year’.
- The start date for the new appointment must be the day following the end date of the previous appointment. If the end date was 3/31, then the new special hire must start 4/1. There cannot be a gap.
Important Work Information Surrounding COVID-19:
- Important I-9 Advantage Update re: COVID-19 – The following message is sent on behalf of the Department of Homeland Security. ‘The employee must complete Section 1 in I-9 Advantage, and the employer must complete Section 2 with the appropriate documents to be examined by an authorized representative. In order to accommodate everyone during this pandemic, we will allow you to skype the employee to view their documents. The List A documents will then have to be uploaded to I-9 Advantage. You can submit the case to E-Verify and the case will be processed. If you do not complete the I-9 within 3 business days, please list the reason as "due to social distancing during the COVID-19 pandemic".’
- The only impact with DHS office closings is the delay in resolving Tentative Non Confirmations (TNC). An employee will not be able to resolve TNC at the local office. If an employee wants to contest the results, he/she can move forward as normal, but needs to add a comment that he/she cannot visit a local DHS office due to the pandemic. Once DNC offices have reopened, the employee will go to their local DHS office to review his/her case.
- Keep informed by visiting the Alerts and Announcements section on the I-9 Advantage Dashboard.
- Guidance for use of Sick Leave – The Division of Human Resources sent the attached memo on 3/16/2020 regarding use of sick leave. Please be sure to read the memo and distribute as necessary to supervisors in your area. The below blurb is taken from the attached memo.
- We have received additional information from the State of South Carolina regarding the use of Sick Leave during this period of closure. Please share this information with your supervisors and managers.
- Employees who earn leave are authorized to use sick leave:
- If they are sick,
- If they fall into CDC defined higher risk or special populations,
- If they are otherwise affected by social distancing directives related to COVID-19
- This means that leave earning employees are authorized to use sick leave, annual leave, or compensatory time to cover their absence from campus if they are not engaged in telecommuting and their supervisor determines that their presence at work is not required.
- Student Employment Guidelines and Tips for Working from Home – The Division of Human Resources has been working diligently to compile useful resources to assist supervisors during this time of social distancing and telecommuting. Please be sure to read these beneficial resources and distribute as applicable to others in your area.
- Guidelines for Supervisors of Student Employees during University Closure – This document serves as an FAQ for the most common issues/topics surrounding student employees.
- Working from Home: Tips for Success – This document is beneficial for all employees who are telecommuting as it provides tips and pointers for creating a productive work environment in your home. Please share this with any employee working from home.
I’m sure your offices are a buzz ensuring continuity of operations and preparing for all possible scenarios, so I will keep this update short. Please be sure to read all information below and don’t hesitate to reach out if you have any questions or concerns.
- HCM PeopleSoft Scheduled Outage March 20th – The HCM System Support team has been diligently working to prepare for an upgrade to ‘HCM PeopleSoft. This upgrade will be applied to the live HCM environment during the weekend of March 21st. HCM is scheduled to be down from 4:00pm Friday March 20th through early Monday March 23rd. During this down time no eForms can be initiated, approved, or executed in the system, nor will manual entry of actions be possible. Please plan your actions accordingly. The central HR teams will be working feverishly to ensure all actions submitted by the established deadlines will be approved prior to the scheduled down time.
- COVID-19 Website and Important Information - The University now has a dedicated website for all things COVID-19 including crucial information on applicable policies, telecommuting, academic continuity, and memos for HR and Business Contacts. Please take the time to review all information on this webpage and apply to your areas as applicable.
- All Organizational and Professional Development Training Courses Postponed – The following information was sent via email yesterday afternoon to the training listserv. ‘As a precaution, all training courses offered by the Division of Human Resources’ Office of Organizational and Professional Development are postponed for three weeks beginning Friday, March 13, 2020. We will reassess the situation and provide updates on courses scheduled after Friday, April 3, 2020 as the university continues to monitor the impact of COVID-19 in South Carolina. It is our desire to do everything that we can to protect the health and well-being of everyone on campus and their families. The cancelling of all OPD training events on campus for this period of time will allow us the opportunity to maintain the “social distancing” that is recommended to prevent the spread of the coronavirus. All registered participants will be notified by email and courses may be rescheduled at a later time. Thank you for understanding and we apologize for the inconvenience.’
- Note this postponement also applies to the HCM HR Contact training sessions which are required for new HR Contacts to gain access to HCM. If you have questions or concerns, please email me directly.
Hello, HR Contacts!
I have just a few updates to share with you this week, please be sure to read all information and mark your calendars for upcoming webinars.
- PeopleAdmin 5.8 Website Access - With the upgrade of the PeopleAdmin system from version 5.8 to 7.0 in June 2017, the University was allowed read only access to the previous 5.8 system for a limited time period. That time period is coming to an end March 30th. During this last month of access, we ask that you log in and save for your departmental files any postings, applications, position descriptions or supporting documentations that are needed for your records. If you require a password reset to access the system or if you have any questions, please reach out to firstname.lastname@example.org.
- Reminder: Summer Compensation Webinar March 16th – The Summer Compensation Webinar is coming up on March 16th from 2:30 – 4:00pm. To participate in this webinar, please register online. One item we wanted to share prior to the webinar, as it involves a change in process, is that Spring TFACs who are teaching summer can no longer be submitted on the paper Summer Instruction/ECOM form used for Faculty. TFAC hires for summer will be hired through PeopleAdmin as Quickhires. If you have any questions regarding summer compensation, please contact HR Operations and Services at 803-777-3111. This webinar will include updates on the following topics:
- Faculty Summer Compensation
- Graduate Student Summer Compensation
- International Student Summer Employment
- Summer Payroll Schedule
- Payroll Hot Topics Webinar Series – This information is shared on behalf of the Payroll Team. The second Payroll Hot Topics webinar is scheduled for March 25, 2020 from 9:00 – 10:00am. This webinar series provides information, tips and training relating to Payroll in HCM PeopleSoft. There is no need to register for the session, simply click this link 15 minutes prior to the start of the session. To attend the live webinar, click on the Adobe Connect link above, and follow the on-screen prompts. Enter the session as a guest and sign in using your first and last name. This webinar will cover the following topics:
- iTAMS – Approval Process and Timing
- Direct Deposit
- New Retro Funding Change Process
- Combo Code Query
Do not hesitate to reach out if you have questions or concerns!
Hello, HR Contacts!
I can’t believe today is the first day of March - 2020 sure is flying by. As you ease into your Monday morning routines, please be sure to read all of the important updates and reminders below.
- Transfer Process Reminder – The new ‘Transfer Process’, which was implemented last April when PeopleSoft HCM went live, continues to be a pain point and source of frustration for HR Contacts. This paper process was created to ensure that current UofSC employees who move from one department to another are not separated inadvertently (applicable for employees who are benefited that are moving to another benefited position – never applies to student employees who should always be separated). Separating employees who are fall under the UofSC Transfer Business Profess will have negative impacts on their benefits, and for employees paid currently, they will be re-hired an subsequently placed on a pay lag. If you have questions about a specific scenario please do not hesitate to reach out and we can walk through the steps together!
- The department receiving the resignation – It is up to the HR Contact in the area receiving the employee’s resignation to ask if the employee is staying at UofSC, and if yes, ask if the new position is benefit eligible. If the answer is yes to both, the HR Contact should complete the UofSC Transfer Form and submit to HR Operations. This paper form is submitted in lieu of a separation action in HCM.
- The department hiring the employee – This area is responsible for completing the hiring proposal in PeopleAdmin, and making sure to account for the fact that this person is an existing UofSC employee. Depending on the situation for the position and transferring employee, the PeopleAdmin actions will either be: Demotion, Transfer, Reassignment, Promotion. HR Operations will check the action to ensure it is applicable.
- 2019 Form 1095-C Distribution – The 2019 Form 1095-C will be distributed the week of March 2. For those who consented to receive their Form 1095-C electronically, the form is available in PeopleSoft HCM Self Service. A notification will be in the UofSC Today Monday edition on March 2, 2020. For those who did NOT electronically consent to receive their Form 1095-C, the form will be mailed to the address listed in PeopleSoft HCM. For employees who are no longer employed by the University, the form will be mailed to the last known address listed in PeopleSoft HCM. Please allow time for mailing. Please direct any employee with questions regarding their 1095-C forms to the Benefits Office at BENEFITS@mailbox.sc.edu or (803)777-6650.
- PeopleAdmin Form Button Changes – All PeopleAdmin forms (position descriptions, job postings, and hiring proposals) have been updated to have 'Save', 'Prev', and 'Save & Continue' instead of the 'Save', 'Prev', 'Next' it had before. Previously anytime you tried to navigate away from the page without saving you received a warning message that you had not saved the page, those warning messages have been removed. Now your PeopleAdmin action will save automatically if you click any of the three buttons noted earlier (save, prev, save & continue)! Please note it will not automatically save if you click another page from the left side navigation menu.
- HR Deadlines and What they Really Mean – HR actions must be in received in the applicable HR Office by 12:00pm/noon on that date to ensure HR staff has time to review and approve the action for the requested payroll. The HR Deadlines are driven by the Payroll Office deadline for each pay date. As you have read in previous email communications, prior to each pay date the Payroll component in HCM is placed on ‘lockdown’ so that the Payroll Office team can work diligently to reconcile pay actions for the upcoming payroll – during this time no eForm will ‘execute’ nor can the HR team manually enter HR actions. When the ‘lockdown’ is lifted that means the Payroll data has been confirmed for the upcoming pay date. Actions received after the HR deadline will be reviewed and approved as time allows, but it is best to assume these late actions will not be in for that Payroll.
- For example: For the 2/29 payroll (pay date of 2/28), the HR deadline for actions to be at central HR was noon on Friday, 2/7. The deadline for HR to have these actions approved and in HCM for Payroll was 5:00 PM, Thursday, 2/20 – component lockdown was initiated at 5:15pm. This means HR had 9.5 working days to review and approve all actions for this payroll. Once on component lockdown, HR could not initiate or approve any other actions for the 2/28 pay date.
Don’t hesitate to reach out if you have questions or concerns!
Hello, HR Contacts!
I hope you all had a wonderful week and are staying warm in this crazy South Carolina weather. I have several crucial updates to share this week, so please be sure to read all information below. As always, I’m here if you have questions or concerns!
- Critical Deadlines for Reappointment of FTE Non-Tenured Faculty with 5/15 End Dates –
- 4/10/2020: Reappointments for FTE non-tenure track faculty are due to HR Operations no later than Friday, 4/10/2020. This is different from the normal HR Ops deadline for the 5/15 payroll due to the high volume of reappointments. HCM Reappointment action (submitted via the Job Change eForm) should be submitted as soon as you receive the employee’s signed reappointment letter.
- 4/24/2020: FTE Faculty not being reappointed must be separated in HCM via the Status Change eForm within the normal deadline for the 5/15 payroll, which is Friday, 4/24/2020. As noted in previous weekly update emails, HCM does not auto-term FTE positions, so it is crucial to separate those not being reappointed to avoid overpayment.
- Remember anyone with an ‘HR role’ in HCM can run the end-date query to ensure all annual reappointments are on your radar (query name: SC_HR_MONITOR_END_DATES). It is critical that faculty have current offer/acceptance letters on file as this defines their appointment periods as well as the terms and conditions for their continued employment.
- If you questions regarding the reappointment letters or the deadlines, please email HR Operations and Services at: HROPSVC@mailbox.sc.edu
- Summer Compensation Webinar Tuesday March 16th 2:30-4pm – The Division of Human Resources will sponsor a 2020 Summer Compensation Webinar on Tuesday, March 16 from 2:30 – 4:00 p.m. HR’s Organizational and Professional Development team will send the registration link prior to the webinar. The webinar will include updates on the below listed topics, with key staff members on hand to answer your questions:
- Faculty Summer Compensation – Joyce Riley and Kris Mayer, HR Operations and Services & Vicki Lewter, Provost Office
- Graduate Student Summer Compensation – Wanda Barr, Graduate School
- International Student Summer Employment – Lauren Smith, International Student Services
- Summer Payroll Schedule – Karin Haile and Wanda Martin, Payroll Department
- Using eForm ‘Comments’ Section for Late Justification – HR has heard loud and clear from end-users that the requirement of an actual memo justification for late actions adds processing time to an already late action. Upon consulting with the HCM System Support team, HR is happy to announce that we will be accepting late justifications written in the ‘Comments’ section at the bottom of HCM eForms (remember you have to click the word ‘Comments’ to expand the freeform text box). HR will still be tracking the reasons, so please be sure to include all required information as noted in my email last week (listed below for quick reference).
- Name of employee – Even though the comments are on the eForm, we still want you to list the employee’s name. USC ID for the employee is ideal, but not required.
- Detail the situation – Provide a sentence or two detailing the situation which led to the late submission.
- What is being done to prevent future late submissions – One of the newer requirements for late memos is to explain what fixes are being put in place within your unit to reduce the number/frequency of late submissions. HR is tracking these responses and if patterns surface the information will be relayed to the area.
- Two Important Reminders from I-9 Advantage – If you have questions or concerns about the below listed topics please reach out to Kris Mayer KMAYER@mailbox.sc.edu or Joyce Riley JOYCEF@mailbox.sc.edu in HR Operations.
- Please do not complete an I-9 Advantage case until the candidate has accepted the employment offer. If you create a case in E-Verify for an employee whose first day of employment is 90 business days in the future, you will receive a message similar to the one below from I-9 Advantage:
- “We are unable to process your case at this time; your form has been saved on the Dashboard and is available to complete at a later time.”
- If you choose to complete the Form I-9 more than 90 days from the first day of employment, you will have to remember to initiate the E-Verify action at a later date.
- Please be aware when you are checking the status of an I-9, a ‘Case Closed’ message does not mean that the case is actually closed and the I-9 is accurate and complete. ‘Case Closed’ may also mean that the case is invalid because the data entered is incorrect, or the case is invalid because another case with the same data already exists.
- When you search for the employee and click on their name, the Form Summary will appear. In the E-Verify Information section of the summary, check the initial case status, closed reason, and current case status to determine the reason the case was closed. ‘Employment Authorized’ tells you that the I-9 is accurate and complete.
- For HR Representatives initiating I-9’s, please ensure that you follow through with every step of the I-9 Advantage process until you see ‘Employment Authorized’ in the Form Summary. You must follow up with all I-9’s that have been placed on hold because of a tentative non-confirmation, no social security number, no List A documents attached, expiring work authorizations, etc.
- If you see Red text on the Dashboard, you need to take further action to close the cases.
Thanks and have a great Friday!
Hello, HR Contacts!
This week’s email includes pertinent updates and reminders, as well as an announcement sent on behalf of the Payroll team. Please be sure to read all topics and don’t hesitate to reach out if you have questions or concerns.
- Summer Instruction/ECOM for Faculty – I know many of you are antsy to start submitting summer instruction/ECOM paperwork, but please holdoff a little longer. The old Summer form (2019) cannot be used for the upcoming 2020 Summer as the semester dates differ; we are in the process of updating the form with aims to publish in early April. As in past years, HR will host a webinar to review the summer process as well as note any changes to the form – this webinar is scheduled for April 13th from 1-4pm. More information including a link to the webinar will be sent by HR Organizational and Professional Development closer to the date
- Reminder to Monitor End-Dates for RGP/TL Appointments – Just a friendly reminder to closely monitor your Research Grant and Time Limited end-dates in HCM as these positions are subject to the auto-termination process. The SC_HR_MONITOR_END_DATES query is available to all those with the Department HR, College/Division HR or Campus HR roles. Since implementation of HCM in April 2019, the responsibility of monitoring end-dates for these employee types transferred from Central HR to HR Contacts since the data is now at your fingertips. If an employee ‘rolls out’ of HCM the unit must initiate a ‘Special Hire’ in PeopleAdmin to rehire the employee.
- Late Memo Requirements – We want to ensure all relevant contacts are aware of the requirements for the late memos. As you know, late memos for all HR actions initiated on or after the requested effective date, but what key content is HR looking for?
- Name of employee – Submitting a ‘generic’ late memo with no employee name will result in the action being delayed further as we reach out for clarifying details. USC ID for the employee is ideal, but not required.
- Detail the situation – Provide a sentence or two detailing the situation which led to the late submission.
- What is being done to prevent future late submissions – One of the newer requirements for late memos is to explain what fixes are being put in place within your unit to reduce the number/frequency of late submissions. HR has started tracking these responses and if patterns surface the information will be relayed to the area.
- HCM Payroll Hot Topics Webinars Start February 26, 2020! – This announcement is sent on behalf of the Payroll team. Payroll will be hosting monthly webinars to provide the HCM users with information, tips and training on new processes, policies and features as it relates to Payroll in PeopleSoft.
- The first webinar is Wednesday, February 26 from 1-2 p.m. Use the following link to enter the session, there is no need to register: https://webconnect.sc.edu/payroll_hottopics_2_26/.
- To attend the live webinar, click on the Adobe Connect link shown above, and follow the on-screen prompts. Enter the session as a guest and sign in using your first and last name. Please plan to join the session about 15 minutes ahead of time to work out any technical difficulties before the session starts.
- The below topics will be covered in the February 26th session:
- W-4’s – A new Federal and South Carolina Version
- W-2’s – Reminders for Next Year
- Review Pay Stub – A closer look at the different sections
- Pay Cycle Process – How and when information is pulled?
- Additional Pay
Have a wonderful weekend!
Hello, HR Contacts!
I hope you all had a pleasant and productive week. Please be sure to read the below information carefully and don’t hesitate to reach out if you have questions or concerns.
- HCM Payroll Lockdown for 2/15 Payroll - The HCM Payroll Component Lockdown for the 2/15/2020 payroll began yesterday, February 6th at 4pm. Recall that 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.
- Leave ID Field in Onboarding Blank if None Exists – Recall from previous weekly updates that you should never enter N/A when creating or updating onboarding in PeopleAdmin. Entering N/A (or NA) can cause the employee’s record to get ‘tangled’ with other employees and lead to delays in identity creation and processing of the hire. Note this is not the same as the USC ID field in the hiring proposal which requires you to enter N/A if no USC ID exists. Despite there being a red asterisk * next to the Employee ID field it should always be left blank if no USC ID exists.
- Reminder of Auto-Termination Process in HCM – Just a friendly reminder that all non-FTE positions are subject to the Auto-Termination process in HCM, which means they automatically end on the end-date in the system. For employees subject to the Auto-Termination process please do not submit a Status Change eForm to separate unless they are ending prior to the end-date on file. For FTE employees who are appointed annually (typically these are Instructors or Lecturer positions) the end-date in HCM is not a ‘hard stop’ to prevent them from terminating in error. This decision was made to not have FTE faculty auto-terminate due to the high volume of late reappointment letters, as this was an ongoing issue in the old legacy system that we did not want to spill over into HCM PeopleSoft.
- Late Memo Requirement – Another reminder that all HR actions initiated on or after the requested effective date (in both PeopleAdmin and HCM PeopleSoft) must be accompanied by a late memo. This memo should explain why the action was late and detail the steps are being taken internally to avoid that issue in the future. This requirement also applies to student hire and student change actions. If a late memo is not attached the action will be returned to the initiator for update, which will further delay the requested action.
Hello, HR Contacts!
In addition to HR updates and reminders, I also have information to share on behalf of the Payroll Department in regards to W-4 changes and the Controller’s Office on changes to viewing funding distribution. Please be sure to read all topics carefully and don’t hesitate to reach out if you have questions.
- 2020 W-4 Changes – There are significant changes to the Federal W-4 form for 2020 which led to the creation of a State of South Carolina W-4 form. The below blurb is sent on behalf of the Payroll Department, additional information can be found on Payroll's website.
- The IRS and SCDOR released new W-4 forms attributed to 2020. HR contacts should share information with employees as provided in the attached memorandum, and assist especially with new hires to ensure that both the federal and state W-4 forms are completed as required. The payroll website has several helpful resources/links that employees may find useful as they complete the forms. Contact information is listed in the memorandum for any additional questions. Questions specific to onboarding should be directed to the Division of Human Resources.
- Update from the Controller’s Office on the new HCM Distribution – This is a follow-up to the announcement I shared on November 26th, 2019 regarding the changes in processing and tracking of retro account changes/Journal entries and viewing funding distribution. The new HCM Distribution page in the Intranet has replaced the View Distributed Data functionality in HCM. Currently View Distributed Data page in HCM is still available for historical data. As an HR Contact you should be able to access the new HCM Distribution page on the Intranet. If your access does not appear to be set up, please email email@example.com (until an official access request form is finalized and made available). Any questions regarding the new HCM Distribution page should be directed to the RetroJE@mailbox.sc.edu.
- Entering funding Distribution in eForms – HR has seen an increased number of duplicate combo codes in the funding distribution section on eForms, which causes the eForm to go in error. Please note that any given combo code should only be listed on one line in the distribution grid. This note is applicable for all eForms. Remember that an error on an eForm can lead to increased processing time which can in turn have negative consequences for the employee (i.e. if they are supposed to have an increase on 1/16/2020 but the eForm had errors and wasn’t approved in time for the Payroll cutoff).
- Reminder about security on Additional Assignment eForm – Just a friendly reminder of the security limitations on the Additional Assignment eForm. Additional Assignment eForms that you initiate for any FTE outside of your ‘security scope’ will not be searchable in ‘View an ePAF’ because the employee’s primary department security does not align with yours. You will receive email notifications from HCM each time the eForm is transitioned in the workflow – once you receive the final approval email you can search for the employee’s internal dual in Job Data (or Current job depending on your access) [NavBar > Classic Home > Main Menu > Workforce Administration > Job Data (Current Job) > search for employee.] If you haven’t received a notification email in a while and want to doublecheck the status you can always reach out to Kris Mayer or myself.
I hope you all enjoy the long weekend!
Hello, HR Contacts!
I hope you all had a restful and enjoyable winter break and are ready for the first semester of the new 20s to start next week. This update is quite lengthy since it contains information for the last few weeks, please read all bullets carefully and let me know if you have questions.
- No Actions until Active in HCM – In the last few weeks HR has received numerous requests to make changes to employees who were not yet active in HCM. Just a quick note that changes cannot be made to any employee/job information until the hire is ‘executed’ in HCM. If you have questions about a specific scenario please reach out to HR Ops.
- Additional Pay End Date Alert – HR just received word from the HCM System team that Additional Pay actions should not have end-dates that are equal to the start of a pay period (1st and 16th of the month). If the end-date for an Additional Pay is the 1st or 16th HCM does not pay that day, the last day paid would be the end of the prior pay cycle. You can choose any day other than the 1st or 16th of the month for an additional pay end-date.
- Additional Pay New Instructions – Help text has been added to the Additional Pay eForm to assist initiators in choosing between adding a new or updating existing additional pay. If upon reading this you still have questions about a specific situation, do not hesitate to reach out.
- Status Change eForm if Employee Passes Away – You will recall from training that if an employee passes away while employed, you must complete the Status Change eForm to separate them citing the reason of ‘Deceased’ and then enter the ‘Date of Death’ instead of the usual ‘last day worked’. A situation came to our attention in mid-October where an employee passed away and the HR contact initiated the Status Change eForm the same day (to avoid possibility of overpayment). Since the HR Contact initiated the Status Change eForm on the same date as what was entered in the ‘Date of Death’ field, the eForm went in error. The HCM system team spent the last few months testing to find a workaround - the determination is that you must wait at least one day to initiate the eForm to avoid the system error.
- Employee ID field in Create/Update Onboarding in PeopleAdmin – This is a friendly reminder that you should never enter N/A when creating or updating onboarding in PeopleAdmin. Entering N/A can cause the employee’s record to get ‘tangled’ with other employees and lead to delays in identity creation and processing of the hire. Note this is not the same as the USC ID field in the hiring proposal which requires you to enter N/A if no USC ID exists. Despite there being a red asterisk * next to the Employee ID field it should always be left blank if no USC ID exists.
- Supervisory Information tied to Position Numbers in HCM – Recall from training and previous weekly emails that supervisors in HCM are either sited by USC ID or position number. If a positioned employee (FTE, RGP, and TL) reports to another positioned employee, then their supervisor information in HCM is tied to the supervisor’s position number not their name or USC ID. When a positioned supervisor changes positions (i.e. receives a promotion to another position number) but maintains the same supervisory responsibilities, HCM must be updated. Until a supervisor change is submitted and approved in HCM, the nightly feed to iTAMS will continue with the supervisor’s old position number meaning they cannot approve time for their employees. Below is a quick reminder on the different ways to initiate supervisor changes:
- FTE/RGP/TL Staff, RGP/TL Faculty, Temps with PDs – supervisor updates must occur in PeopleAdmin as a position description modification action. Once the modification action is approved by Class/Comp the action will flow (during the nightly interface) to HCM, where Class/Comp performs a final validation before approval and execution to the employee’s Job Data. Approval in PeopleAdmin is only the first step!
- FTE Faculty and Temps without PDs – these changes are done directly on the Job Change eForm in HCM. Since neither of these types of employees have position descriptions, the fields are open and editable in the Job Change eForm.
Wow – that was a lot of information! I am always here if you have questions or concerns.
Hello, HR Contacts!
This week I have some important reminders and announcements to share, including the rollout of electronic consent for Forms W2 and 1095c which we discussed way back before HCM went live. Please be sure to read all bullets to ensure you have the most up-to-date information.
- Auto-Termination Process – Just a friendly reminder that all non-FTE employee types (RGP, TL, and all Temporary employee types including students) are subject to the auto-termination process in HCM. This means that the appointment will end automatically on the end-date listed in Job Data and requires no action from the unit. Submitting a separation action on the existing auto-term end-date will actually cause errors in HCM. The only time a separation action is needed is if you are termination prior to the end-date in Job Data. If you have documentation you would like included in the personnel file for an employee who will auto-terminate (i.e. a letter from the department stating the contract will not be renewed) please send to firstname.lastname@example.org.
- Account Codes on the Additional Assignment eForm (Internal Dual) – HR continues to recycle Additional Assignment eForms solely for not utilizing the correct Account Code for the position type. This causes delays in processing and often leads to retro/late payment due to the employee. Please recall from previous emails and training that the Account Code should be based on the Job Code (aka State Classification) of the Additional Assignment (Internal Dual) not the primary position. This means a staff member who is hired as an internal dual to teach a course will have different Account Codes for the primary vs. secondary position.
- 51200 = Classified job codes
- 51300 = Unclassified job codes
- 51600 is for all temporary hires initiated in PeopleAdmin which includes External Duals. Do not use this account code on the Additional Assignment eForm (internal duals).
- 2020 Reminders – I can’t believe it is nearly 2020; the future is here! Important to remember is that 2020 is Leap Year so we have a 29th day in February, if hiring through the end of February make sure to use this date so they are compensated fully. In addition, please be careful as you’re typing dates in HCM and PeopleAdmin. We have already had several eForm actions submitted to HR siting January 2019 effective date. Inadvertently typing 2019 could result in huge overpayment issues if not caught during the approval process.
- W2 and 1095c Available Electronically! – Earlier this week a memo was sent from the Division of HR announcing the option to receive your 2019 W2 and 1095c electronically. Deadline to consent to receive these forms electronically in HCM is Monday January 6th. HR has created a webpage with instructions on consenting in HCM. Employees do not have to consent to receive these forms electronically, those who do not participate will continue to receive their paper copies through mail or intercampus delivery. Please share this information with all employees in your area.
- Timely Submissions and Requirement of Late Memos – This week a memo went out jointly from Division of HR and the Payroll Office stressing the importance of timely submission of personnel actions. We are still seeing high volume of late actions submitted to our offices. An action initiated on or after the requested effective date is considered late and will require an Admin Error Memo detailing why the lateness occurred and what steps are being taken to ensure this doesn’t happen again. Please note the late memo is a requirement for actions in HCM, PeopleAdmin, and paper processes. If a late memo is not included at time of submission the action will be returned to you. The below items were detailed in the aforementioned memo from HR and Payroll:
- All hiring paperwork must be submitted with adequate time for processing. We cannot effectively process late, expedited, or hand processed materials, which in many cases may result in late pay to students, faculty, and staff.
- Pay change actions must be for a future date and must be received by the deadline the Division of Human Resources has established.
- Pay actions received after processing deadlines will be adjusted to reflect the first possible effective date.
- Retroactive actions should be viewed as an exception and used very sparingly.
- Please check your pending que in Peoplesoft to correct recycled (returned) items and resubmit them as soon as possible.
- Accurate personnel actions are critical. Inaccuracies will require rework which causes delays. Funding information is often the problem.
Do not hesitate to reach out if you have questions or concerns!
Hello, HR Contacts!
I hope you all had an enjoyable and relaxing holiday last week. Apologies in advance, this week’s email is lengthy but full of pertinent reminders and updates! Please be sure to read all information and do not hesitate to reach out if you have questions or concerns.
- HCM Lockdown for 12/15 Payroll – The HCM Payroll Component Lockdown for the 12/15 payroll began Wednesday 12/4 at 4pm. Recall that this lockdown occurs 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’ entry or changes to Job Data during this time.
- New Earnings Code for Faculty Course Overloads on the Additional Pay eForm - As we continue to streamline processes, a new earnings code has been identified to allow HR and the Provost’s Office to accurately report faculty course overloads. FTE or RGP/TL faculty teaching course overloads in their discipline and within their home department should be paid through FOV – Faculty Overload, replacing the previous options of a Temporary Salary Adjustment (TSA) or Special Assignment Pay (SAP) on the Additional Pay eForm. This earnings code was added to HCM Additional Pay eForm on 12/3/19 and should be the mechanism used for overloads going forward.
- Just a reminder that this new process is for faculty taking on additional courses within their home department/discipline. If a faculty member is teaching courses for another department/outside their discipline that continues to be Internal Dual Employment handled via the Additional Assignment eForm in HCM.
- Update: Temp Employees with Business Roles in HCM – I have noted in previous emails that for any temporary employee who has ‘business roles’ in HCM you must submit a Service Now request to reactivate their business access upon annual rehire. The HR team found out just last week that it is actually upon approval of the rehire in HCM that the access request is needed. Please submit a Service Now Request for HCM Access detailing that this is a temp employee who performs business functions in HCM and has been rehired – all previously assigned roles should be reinstated. If you have questions or concerns reach out and we will walk through your scenario together.
- For example, if your temp takes their required two week break over the winter holiday you might submit their quickhire in PeopleAdmin in early December with a rehire date of 1/2/2020. Perhaps the rehire action is approved in PeopleAdmin on 12/9/2019 and executed in HCM on 12/10/2019: the 10th is when they lose their business access in HCM because the rehire action supersedes their current appointment.
- HCM Access Post Termination – As has been mentioned in previous emails, when an employee terminates their access in HCM for self-service functionality remains for 45 days. If the employee terminating happens to have business roles in HCM (HR or Payroll abilities/access), they will continue to have access to confidential eForms and/or data for 45 days post termination. Best practice for security reasons would be to submit a Service Now Request for HCM Access to remove all business roles effective the same day as separation.
- New Hire Onboarding Task tied to Claiming Credentials – Please share with any new hires that the onboarding task ‘Security Awareness Training’ cannot be completed until the new hire has ‘claimed their credentials’. The credentialing process is triggered upon completion of the ‘Critical New Hire Checklist’ task (where they provide their SSN, date of birth, etc.). New hires must have active network username and password in order to access the Security Awareness Training task. If you or a new employee have questions or concerns about the Security Awareness Training, please contact the Division of IT Help Desk 803-777-1800.
- Avoiding I-9 Duplication – Just a friendly reminder that valid I-9 duplication is a finable offense during a USCIS audit. To avoid potential duplication, any time you are hiring an employee (including students) who has worked for USC previously pause and contact HR Operations. When contacting HR please have the employee’s legal name and SSN (if available).
- For student employees you can contact one of our Student Hire Specialists:
- Debbie Richardson 803-777-3253
- Crystal Rivers 803-576-7232
- For all other employee types please contact:
- Kris Mayer 803-777-5949
- Joyce Riley 803-777-3527
Have a wonderful weekend!
Hello, HR Contacts!
I have several important items to share, so let’s jump right in.
- Pay Group and Calculating the Per Pay Period Amount on Additional Pay eForm – Many of you are utilizing the Additional Pay Calculator tool available on the HCM Resource website. When using the tool, please remember to check the employee’s Pay Group to ensure the calculation is accurate. If the employee is paid on a 9 month basis but you do not account for that in the calculator the ‘per pay period’ amount will not be accurate. The employee’s Pay Group displays in the Employee Information section of the eForm as the last field in the left column of data.
- What if a New Hire or Affiliate cannot ‘Claim Credentials’? – Earlier this week the Division of IT provided HR with the necessary steps to take in the event that a new hire or Affiliate is having trouble claiming their credentials. Please follow the below listed steps:
- Go to the ServiceNow service catalog page
- Type ‘Identity’ in the search box and hit enter or click the magnifying glass
- Select ‘Identity Services’ (this is the first result that appears)
- Enter information requested for the person unable to claim their account
- Click blue ‘Order Now’ button
- You can view the status of your request in ServiceNow by clicking on ‘My Tickets’ in the top menu bar
- Additional Pay Grid on Job Change eForm is View Only – Just a friendly reminder from the announcement sent on Wednesday that the ‘Additional Pay Grid’ on the Job Change eForm is now view only! Adding a new and updating existing salary adjustments should be completed on the Additional Pay eForm. Please note this update is for Job Change eForms initiated on or after Wednesday November 20th, it does not change eForms already in the workflow process.
- Seeing Red on the I-9 Advantage Dashboard - Please monitor the Dashboard on I-9 Advantage. Hyperlinks on the Dashboard will only appear when an action is required. Hyperlinks in red require immediate attention because the I-9 is not complete. Hyperlinks in blue are pending items that will soon require attention. If you have any questions, please contact Kris Mayer at KMayer@mailbox.sc.edu.
- Expiring Work Authorizations in I-9 Advantage - When an employee’s immigration status or employment authorization expires, you must reverify his/her employment authorization no later than the date employment authorization expires. Reverification is never required for US citizens and non-citizen nationals. Ensure the employee files the necessary application or petition well in advance of the expiration of his/her immigration status. Once the employee presents a document indicating current employment authorization from the List A or C documents under the Lists of Acceptable Documents, you will access I-9 Advantage and reverify the employee’s immigration status or employment under Section 3 of the I-9. An employee cannot continue to be employed if they cannot provide proof of current employment authorization. Please direct I-9 Advantage questions to Kris Mayer at KMayer@mailbox.sc.edu.
As always, do not hesitate to reach out if you have questions or concerns!
Hello, HR Contacts!
I have a few crucial updates and reminders 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 Actions 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.
- HCM to Finance Integration – I learned a new ‘tip’ this week and wanted to share with you. When you submit an action in HCM to change the funding distribution on an employee (these changes can come in through both HR and Payroll eForms) you will not immediately see that change reflected in Finance PeopleSoft nor the Finance Intranet. The changes do not ‘post’ to Finance until after the next payroll has run. For example, if you submitted (and the action was approved/system executed) an account change eForm effective 10/1/19 the distribution is changed for the 10/15/19 payroll – but does not show in Finance until after the change has officially occurred on pay day. The sample I looked at for the 10/15/19 payroll did not reflect in Finance until 10/17/19. Please keep this timing in mind when you are confirming data between the systems.
- Terminated Employees Access HCM Self-Service for 45 Days – Just a friendly reminder, as we are nearing W2 time in January, terminated employees can access HCM Self-Service functionality for 45 days after separation. If you have employees separating soon, please advise them of this timeline and remind them to ensure their current address is on file. If address changes are needed after the 45 day window has expired a request must be sent to HR Operations at SALADMIN@mailbox.sc.edu.
- Additional Pay Effective Dates and Earnings Codes – As many employees have multiple active salary adjustments (aka supplements) at the same time, I want to remind you that effective dates must be different if the same earnings code. If you have a faculty member who was just approved to receive two separate Variable Pay Adjustments (‘VAR’ earnings code) you need to initiate two Additional Pay eForms and use a different effective date for each. The eForm will error if the same earnings code already exists with that effective date. Separate earnings codes (i.e. a Variable Pay and a Temporary Salary Adjustment) can share an effective date without error. If you have questions about a specific scenario please reach out and we will determine the best course of action together.
Have a great weekend!
Hello, HR Contacts!
I have several important updates and reminders to share today, including a note from Payroll. Please be sure to read all the bullets below and don’t 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 your year-end and start of 2020 actions are submitted timely for the following deadlines:
|Pay Period Ending||Deadline to Have Actions to HR by noon|
- Reminder from Payroll: Update Address in Self-Service – As we near the end of 2019 and look towards W2 season, the Payroll team wishes to remind employees to review/update their home address listed in Employee Self-Service within HCM PeopleSoft. Please forward this on to all faculty and staff in your area. To assist employees who have not yet ventured into Self-Service features, here is a quick reference guide. If you have additional questions please reach out to the Payroll Office.
- TFAC Offer Letters in PeopleAdmin – Just a friendly reminder that offer letters for temporary faculty employees should include all course numbers/sections for which they are being hired to teach. In the event that the TFAC is performing teaching and other functions, such as facilitating clinical hours, please list that information in lieu of a course number. If you have questions or wish to have an offer letter reviewed ahead of time, please reach out to HR Operations for assistance.
- Additional Assignment (Internal dual) FLSA Status – We are still seeing a high volume of Additional Assignment eForms submitted with the incorrect FLSA status for the payment type selected. This is only applicable for employees who have an FLSA status of Exempt in their Primary (FTE) position as they can be paid either hourly or salaried depending on the needs of the position. Hourly = Non-Exempt; Salary = Exempt. Please ensure you are changing the FLSA field to align with the payment type selected. eForms submitted with mismatched information will be recycled to the initiator for edits and must go back through the workflow.
Hello, HR Contacts!
I want to start with a quick reminder that HR related ‘ready rooms’ have transformed into personalized help sessions as needed. If you/your team need assistance with HCM actions or just need some questions answered, shoot me an email and we will set a time for one-on-one help. Be sure to read the below bullets carefully and let me know if you have questions!
- Query Viewer = Data at Your Fingertips – Just a friendly reminder that there are many queries available in HCM to those with an ‘HR’ role. Here is the listing for Department HR access and here is the listing for both College/Division and Campus HR access. These listings provide the query name, any required search criteria, and the fields populated. Please do not ‘open search’ for queries as you will see all that exist, but if you attempt to run one not on your access listing above, you will get an error message ‘no results found’. Remember that you can download any query in excel to filter and sort the information to align with your needs. Many of these queries were created or have additions because on your feedback, so keep it coming!
- Late Submissions of HR Actions – We continue to recycle eForm actions back daily for late submission without justification. Please recall that an action is considered ‘late’ if it is initiated on or after the requested effective date and will require a ‘late memo’ detailing why the action is late and what is being done internally to prevent this in the future. Late actions not accompanied by a late memo will be recycled to the initiator. *Please note this applies to actions in HCM, PeopleAdmin, and paper processes.*
- Reminder of Transfer Process – I have received a few emails this week regarding the new Transfer process, so I’m including the business process as well as the Transfer Form. The Transfer Process is new with the implementation of HCM, so that we can work to ensure employees are not separated from employment when moving between positions within USC. Who is covered in the Transfer Process – current (non-student) employees with benefits moving to another benefited position within USC (i.e. 30 hour temp moving to an FTE position, or an RGP moving to another RGP position, etc.). The department receiving the resignation will work with the employee to see if the employee is moving to another USC benefited position and will complete the Transfer Form. The Transfer form is completed in lieu of a Status Change eForm in HCM. The hiring department will complete a hiring proposal in PeopleAdmin as usual, and site the reason as Transfer. If you have questions regarding a specific employee/situation you can reach out to HR Ops and we will advise if the transfer process is applicable.
- Student Hire Reps Can’t Access Job Information/Queries – The majority of the 440 student hire reps across the USC system do not have any other HR role, and as such do not have access to view Job Data or Queries in HCM. This means they do not have access to view crucial information like EMPL record, so they need to work closely with their HR Contact to get this information. As HR Contacts there are queries you can run and email to your student hire reps so they have the current information, which in turn ensures paper actions submitted to HR Ops have the correct data.
Hello, HR Contacts!
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 fret not, 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. Recall that this lockdown occurs 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’ entry or changes to Job Data during this time.
- Annualized salaries in HCM – As I have mentioned in previous emails, HCM requires annualized salaries for all salaried employees not working exactly a 9 month (8/16 – 5/15) or full 12 month basis. This is most often seen on TFAC or salaried student employees who are hired for one semester. In this case the amount you see in the compensation tab of Job Data/Current Job will be annualized. To see the actual payout for the position remember to click the blue ‘Benefits Program Participation’ link at the bottom right of Job Data/Current Job. Once on this page, look for data in the field titled ‘Elig Fld 1’ to see the actual payout.
- Annualized Salary on Job Change eForm – If you are submitting a salary change for an employee who has an annualized salary, the eForm will autogenerate an annualized salary field which is not editable. HR is aware that this number is not always accurate, so an additional manual step is taken at time of system execution to add the correct annualized salary in the employee’s Job Data. HR is working with the HCM System Support team to get this issue corrected.
- Affiliate Appointment eForm – I have two items to share regarding the Affiliate Appointment eForm. If you have affiliates in your area please read the two notes below.
- Must use Personal Email – If you are initiating an Affiliate Appointment eForm for someone who used to be associated with USC, but their USC ID does not appear in the search you need to proceed as if they are a new affiliate. For this to work properly, you must provide their personal email address – do not list an old USC email address in the eForm. For ‘new affiliates’ the eForm information will be sent to Identity and Access Management to create or reactivate existing credentials. Credentials must be claimed and a link is sent to whatever email address is listed on the eForm. If a USC email is listed in the eForm the affiliate will never see it because they don’t yet have access reinstated to that email account.
- Supervisor/Sponsor Must be Active Employee – Reminder that the supervisor/sponsor for an Affiliate appointment must be current employee. Recently separated employees will appear in the search but the eForm will error at time of approval. In addition, recall from previous emails that supervisor/sponsor cannot be another affiliate.
- Additional Pay Fields on Job Change eForm – Just a friendly reminder to not make changes or additions to Additional Pay fields on the Job Change eForm. The only current exception is adding an Administrative Salary Adjustment as it is directly tied to a position action. All other Additional Pay actions must be submitted through the Additional Pay eForm. HR has been working with the HCM System Support team to make this section ‘view only’ on faculty (it presently works this way for staff).
- Important Information Regarding Email Accounts of Former Employees - The Division of IT has an ongoing effort of cleaning up old email account information throughout the university; as part of this, former faculty and staff email accounts will automatically expire after a certain period. A large number of former employee accounts will expire on October 31, 2019 - DoIT is sending a targeted communication to these individuals to let them know. In this communication, the former employees are instructed that if they need continued access to this email they are to get in touch with their former department. The department HR contact must determine if there is need to sponsor them as an affiliate and if they meet the definition of an affiliate as defined by university policy 2.50. Recall from training that affiliate appointments cannot extend past 5 years, so the need should be reassessed at that point. If the former employee does not meet the definition of an affiliate, they will no longer be able to access their university email.
Have a great weekend!
Hello, HR Contacts!
- Update on Component Lockdown for 10/15 Payroll – As I mentioned last week, HCM Payroll component lockdown began on Monday October 7th at 5pm. During this time HR is only able to approve eForms, but they do not fully execute until the lockdown is over. HR is unable to make any manual updates to employee information during this time. The component lockdown for the 10/15 payroll was lifted on Thursday October 10th and 5pm.
- HR Ready Rooms Transitioning – Due to lack of participation, the HR HCM Ready Rooms will end after the session scheduled for Thursday October 17th. In turn, to ensure HR Contacts always have support, I am available for one-on-one or unit assistance. Simply email me and we will find a time that works for our schedules and not be rushed by 5 other HR contacts waiting in line! If numerous folks in your area need assistance I am more than happy to come to you.
- Annualized Salary vs. Actual Payout for Salaried Temps – Many of you have already noticed and questioned the fact that the ‘Compensation Rate’ field in Job Data/Current Job for a salaried temp often shows a strangely high amount. This is because HCM must have an annualized salary for all salaried employees with appointments that are not exactly 12 months or exactly 9 months. Most frequently this will be for TFAC hired to teach one semester or salaried Graduate students hired by semester. To find the actual payout for these employees navigate to Job Data/Current Job as usual. Once Job Data/Current Job scroll down and look towards the bottom right for blue words ‘Benefit Program Participation’. In addition, the data in this field has been added to several queries so you can gather this information quickly for all employees within your security scope.
- Dual Assignments - Who is eligible and How to Process? – I have had tons of questions over the last few weeks regarding dual assignments, so please read below for detailed information.
- Internal dual – Only those in FTE positions at USC are eligible for internal dual. Dual assignments should be used to hire for different duties and/or hire in department other than their home department/College. Hire is done via the Additional Assignment eForm in the HCM System.
- FLSA – If FLSA status in primary position is Non-exempt then the dual must also be Non-exempt paid hourly at 1.5x their normal hourly rate. Reach out to the home department or central HR to obtain this 1.5x hourly rate. If FLSA status in primary job is Exempt, then you may choose to pay them hourly or salary based on the position duties.
- Due to security restrictions in HCM, once you submit the Additional Assignment eForm you will not be able find in ‘view an ePAF’. You will receive autogenerated emails each time a workflow step is completed. Once you receive final approval, you can view the hire in Job Data/Current Job.
- Account Code for Internal Dual is either 51200 or 51300 based on the job code (aka state classification) of the dual assignment. 51200 is for classified employees and 51300 is for unclassified employees.
- External dual – Those in FTE positions at other SC State Agencies are eligible. Hire is done via PeopleAdmin, generally through the quickhire process. External dual are always temporary assignments and the account code should be 51600.
- RGP/TL Additional Compensation – Per SC State Regulations dual employment is limited to FTEs, so there is a separate process to hire an RGP/TL employee in a similar capacity. Unfortunately, this process is not yet available in HCM and must be submitted on paper. There are two forms to complete: Multiple Assignment Request and Additional Compensation for RGL/TL
Hello, HR Contacts!
This week’s email is filled with crucial reminders. Note that topics covered in these weekly emails are a direct reflection of the issues/errors/concerns HR is presently seeing. Please be sure to read all bullets, and do not hesitate to reach out if you have questions.
- HCM Component Lockdown each Pay Cycle – As many of you have noticed, there are a few days each pay cycle when HR is unable to approve eForm actions or manually enter changes in HCM. This occurs each pay cycle while the Payroll team works diligently to reconcile and validate actions approved for that pay period. During this ‘down time’ HR Ops and Class/Comp continue to approve actions in PeopleAdmin and, when possible, pre-validate pending HCM actions to ensure approval is as streamlined as possible when the hold is lifted. For the 10/15 payroll component lockdown begins Monday 10/7 at 5pm.
- Admin Error Memo Required for All Late Actions – Just a friendly reminder that all actions submitted on or after the requested effective date must be accompanied by an Admin Error Memo. This memo should explain the reason for lateness of the action as well as detail the steps being taken internally to eliminate late submissions. Attaching this memo at time of initial submission will save time as HR will recycle actions back to the initiator if the memo is not attached to the eForm.
- Temporary Hires in PeopleAdmin – HR Ops has seen an increase in the percentage of ‘dirty data’ associated with TFAC/Adjunct
and temp staff hires initiated in PeopleAdmin. If a temporary employee is to be paid
an hourly rate, the pay basis selection should be Hourly (note there is help text
in PeopleAdmin on this topic). The selection of a 12 month pay basis triggers to HCM
that this employee is paid a salary, even if you select the ‘Pay Type’ of hourly.
- Hourly temps:
Basis (Adjunct/Temp) field = Hourly Temporary
FLSA field = Non-Exempt
Pay Type field = Hourly
- Exempt temps 9 month (only if appointment dates are 8/16/xx – 5/15/xx):
Basis (Adjunct/Temp) field = 9 months
FLSA field = Exempt
Pay Type field = Salary
- Exempt temps 12 month:
Basis (Adjunct/Temp) field = 12 months
FLSA field = Exempt
Pay Type field = Salary
- Hourly temps:
- Monitor your RGP End-Dates to Ensure Timely Reappointment – Remember that you must monitor the end-dates for your RGP employees to ensure ‘roll-out’ of HCM as they are subject to the Auto-Termination process. All HR roles in HCM (Department, College/Division, and Campus HR) have access to the query titled SC_HR_MONITOR_END_DATES. Please check this listing frequently and be respectful of the HR deadline. If the reappointment action is not received by the deadline for the specific payroll, it may not be approved in time before the RGP employee Auto-terminates on their current end-date. Also recall that you should use the current date as the effective date for reappointment actions.
- HCM is an ‘Effective-Dated’ System – Please keep in mind that HCM works off of effective dates, so if you have multiple actions on one employee you must submit them chronologically or the eForms will error. In addition, you must wait to initiate the second eForm action until after the first is approved or the new data will not appear in the second action and again cause errors. If you have questions about a specific scenario please reach out and we will walk through it together.
- Calling HR to Inquire about a Situation– Please be prepared to provide the employee’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.
Hello, HR Contacts!
Communication is key so if you have inquiries, questions, or concerns do not hesitate to reach out – we are all in this together!
- Two New Queries! – in conjunction with the HCM System team, HR is excited to announce the availability of two new queries, detailed below. Remember to reference the Department HR Queries and College/Division/Campus HR Queries listings which are posted to the HCM Resources website. The queries listed in these documents are the ones that you as HR Contacts can access, despite the fact that other queries appear in an ‘open’ search you cannot view that data.
- SC_HR_EMP_CONTACT_INFO: this query is available to all HR roles (Department, College/Division, and Campus HR) and provides a roster of current employees and their contact information as updated though Employee Self-Service.
- SC_HR_FACULTY_TEN_NTN: this query provides a listing of all Faculty positions and their tenure related information/dates. Due to security issues this query is only available to those with College/Division and Campus HR roles, they should filter and distribute to Department HR Contacts as needed.
- HCM Video Refresher Series – this week there are three new videos posted to the HCM Resources website. Please reach out if you have requests or suggestions for future topics.
- HCM Interface with PeopleAdmin – 9 minutes – overview of the flow of actions from PeopleAdmin to HCM and the approval process required.
- Status Change eForm – Paid leave Refresher – 5 minutes – quick refresher of how to process Paid leave (Sabbatical and professional leave for faculty).
- Status Change eForm – Return from leave Refresher 2 ½ minutes – quick refresher on how to return an employee from leave (paid or LWOP).
- In Error eForms – just a friendly reminder that eForms may go into the ‘in error’ status after the final approval during the interface bringing data from the eForm to PeopleSoft job, position, or pay data. If this happens to your actions please note that no action needed on your part - the responsible approving team (HR Ops, HR Class/Comp, or Payroll) will manually enter the eForm data into PeopleSoft. After the data is manually entered the eForm will be withdrawn and a comment will be added summarizing the situation. You will be able to confirm the related action data in Job Data/Current job and/or Query Viewer once the eForm is withdrawn.
- Multiple Actions with Same or Sequential Effective Date – we have seen an increase in the number of actions submitted with the same or sequential effective date. In the event that you want one action to occur before a second action, you should wait to initiate the second action until the first has been fully approved. Recall from previous emails that the eForm data does not ‘update’ once an eForm is initiated. If you have questions on specific scenarios please reach out and we can walk through it together!
Have a great weekend!
Hello, HR Contacts!
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 between 30-50% of HR eForms in HCM are initiated on or after the requested effective date (percentage range due to eForm type). This almost always means the employee’s compensation will be delayed. Please note that late actions require attachment of a memo detailing steps taken to ensure timely submissions in the future – attach this memo at time of submission to avoid further delay from recycled actions.
- Mobile Ready Rooms – (currently only for units on the Columbia campus as I traveled to all other locations
in June/July) I am offering an on-site ready room to address any questions, concerns,
scenarios, etc. addressing HR or Student Hire topics in the HCM system. If you are
interested in having a mobile ready room in your area, please work with your College/Division
HR Contact to coordinate with me as they received this announcement a few weeks ago.
So far we have had two takers: College of Engineering and Computing where users wanted
to focus solely on student hire questions; and Darla Moore School of Business where
we covered both core HR and student hire topics.
- Account Codes for Additional Assignment (aka Internal Dual) – please recall from training that account codes (formerly known as object codes)
in the funding chart string are much more of a constant. Account codes for internal
dual assignments will either be 51200 (classified staff) or 51300 (unclassified employee) based on the job code for
the additional assignment. Please do not use 51600 for internal dual as this should only be used for temporary
employees. Note that a change to the account code will also change the corresponding
combination code – make sure both are updated or the eForm will error due to chart
- 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. Usually that is HR Operations, HR Class/Comp, or Payroll.
- 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, Class/Comp, or Payroll) 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, Class/Comp, and Payroll will withdraw errors after they manually enter the action.
Do not hesitate to reach out if you have questions or concerns!
Hello, HR Contacts!
I have several reminders and announcements. Please be sure to read the information below carefully and distribute as necessary to others in your unit.
- HCM Video Refresher Series – This week I have three more video refreshers to share with you. All current and future 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 of when to use evaluate, update, and view an ePAF options on the left side menu.
- HCM Additional Assignment eForm Refresher - Initiator (13 minutes)
- How to initiate an additional assignment eform, including discussion of FLSA requirement of time and a half rate for nonexempt employees, account codes, and how to track submit because of security (employee isn’t in their security).
- HCM Additional Assignment eForm Approval (6 minutes)
**Please share with Approver 1 and Approver 2s in your area**
- Targeting home department approvers to illustrate the required fields ‘home department hours’ and ‘other information’ which they must complete.
- Auto-termination Process – Just a friendly reminder that all Research Grant (RGP), Time Limited (TL), Temporary (including TFAC, Temp Staff, internal/external duals, and students), and Affiliates are subject to the auto-term process in HCM. This means that they automatically end on the expected job end-date listed at time of hire. Please note that FTE employees are not included in the auto-term process, even if they are reappointed annually (many non-tenure-track Instructors fall in this category). FTEs in this category must be reappointed, but they do not ‘roll out’ - which also means you must submit a Status Change eForm to separate if they resign at the end of their appointment.
- Reappointments - Please review end dates for RGP/TL appointments by using the query: SC_HR_MONITOR_END_DATES. The Job Change eForm for reappointment must be submitted within the established HR deadline for the pay period that the end date falls in so the employee does not roll out of the system. As addressed in last week’s update email, a ‘special hire’ in PeopleAdmin is required to reinstate RGP/TL employees who ‘roll out’.
- 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 employee has separated. 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.
- Exempt Temporary Staff Must be Updated in PeopleAdmin – There are currently 113 temporary staff positions with an FLSA status of Exempt, which means a Position Description had to be created and approved by HR Class/Comp prior to hiring. This also means that changes to the position (including basic changes like supervisor and location) must be submitted as a Position Description modification action. Once approved in PeopleAdmin, the nightly interface will feed the data into HCM where Class/Comp performs a validation before the action is officially executed in HCM. Job Change eForm in HCM is the method to change position/job related information for temporary employees who do not have a position description – this includes TFAC, internal and external duals, and non-exempt temporary staff.
- Tip: If you are in the Job Change eForm and all fields are locked, that can serve as your trigger to go to PeopleAdmin.
Don’t hesitate to reach out if you have questions or concerns!
Hello, HR Contacts!
I know these emails can be lengthy, but please read and ensure where applicable you are disseminating information to others in your unit.
- Additional Assignment eForm Required ‘Home Department’ Sections – As many of you have noticed, HR Ops is recycling Additional Assignment eForms when the two required ‘home department’ sections are not completed. HR Ops is no longer accepting this data submitted in the comments section of the eForm. Approvers for the home department are held accountable completing this information. Please help your approvers with this process – remember from previous emails that the toggle buttons in the ‘Other Information’ section must be clicked until the yes or no answer is highlighted yellow.
- What if RGP/TL Employees ‘Roll-Out’ of HCM? – If an RGP/TL employee is not reappointed timely before their auto-termination date in HCM, their appointment will end. This means the employee must be ‘re-hired’ through PeopleAdmin. We are allowing a ‘special hire’ process for these situations that does not require advertising the position. If this happens to your employees, please follow the below steps:
- HR Contact will reach out to their assigned HRSC Coordinator to make aware of situation.
- HRSC Coordinator must alert Talent Acquisition that this has been approved as an ‘internal posting’.
- The start date for the new appointment must be the day following the end date of the previous appointment. If the end date was 8/31, then the new special hire must start 9/1. There cannot be a gap.
- Changing Compensation for Temporary Faculty – If you need to increase or decrease compensation for a 9 month TFAC (9 month = exact appointment dates 8/16 – 5/15), you will submit a Job Change eForm. The HCM System operates off of annualized amounts for all 9 month employees. What this means for your TFAC employee is that the Job Change eForm will display the annualized rate in the ‘Current Comp Rate’ field. Please write in the comments section of the form what the actual payout for the position should be so HR Ops can ensure the employee is properly compensated.
- Late (Retro) Actions – Just a friendly reminder that actions submitted to HR after the requested effective date are considered ‘retro’. HR reserves the right to change effective dates on retro/late submissions. If exception is made for a retroactive request, an administrative error memo will be required prior to approval of the request. This administrative error memo must include details on what mechanisms are being put in place to ensure this doesn’t happen again.
Do not hesitate to reach out with questions or concerns!
Hello, HR Contacts!
Let’s jump right in.
- 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 Compensation for Internal Dual – In the event that you need to increase or decrease compensation for an internal dual assignment, you will submit a Job Change eForm on their secondary job. The HCM System operates off of annualized amounts for all non-12 month employees. What this means for your internal dual employee is that the Job Change eForm will display the annualized rate in the ‘Current Comp Rate’ field. Please write in the comments section of the form what the actual payout for the position should be so HR Ops can ensure the employee is properly compensated.
- Multiple Courses on Same Additional Assignment eForm – I want to make sure you are all aware that if you’re hiring an internal dual to teach multiple courses, it can be submitted as one Additional Assignment eForm. For example, if you plan to hire an instructor to teach one section of yyy and one section of zzz during the same semester, the total hours and compensation can be submitted on one eForm. If you have questions about a specific scenario, don’t hesitate to reach out to me.
- Termination and Rehire of Employee with Active Additional Pay – It has recently come to our attention that in the event that an employee with an active additional pay (ongoing salary adjustment) on file terminates and is re-hired, the additional pay will reactivate. We do not anticipate this situation happening frequently, but we want to ensure you are aware so employees are not overpaid. For example, if an FTE Faculty receiving an Administrative Salary Adjustment (ASA) for serving as Department Chair terminates and then applies to come back as an Adjunct Faculty (temporary), the HCM system sees they are ‘active’ again and the ongoing salary adjustment picks right up where it was left. In this event, when the employee is rehired, you should process an Additional Pay eForm citing ‘update existing Additional Pay’ – and alter the end-date to end the salary adjustment.
As always, I am here if you have questions or concerns!
Hello, HR Contacts!
It has been a busy week as we work to approve and close everything for the 8/16 payroll. Please read these updates/reminders:
- New and Updated Queries! – I’m excited to announce that based on your feedback, the HCM System team has created a new query and added a few fields to an existing query. Both queries mentioned below are available to those with College/Division, Campus, and/or Department HR roles.
- SC_HR_EE_ROSTER – This is an existing query (a go-to of mine) which has three new fields:
- Hours per week – this field shows the actual hours per week the position was hired to work, rather than the standard hours (i.e. 37.5 may be the hours worked, but the position has standard hours of 40).
- Job code entry date - this field shows the date an employee entered their current classification. This data point is crucial when conducting studies on employees within the same position type/performing similar duties.
- Years in job code – this field shows the number of years the employee has been in their current job code. This is just a different display of the data in job code entry date.
- SC_HR_PAY_ACTION_SUMMARY_V – This is going to give you a history of pay actions for all employees within your security scope (since 4/1/2019 of course). Please note the two effective date search parameters are required before you can ‘view results’.
- New Hires on Pay Lag – Please help Division of HR in communicating the pay lag to employees hired on or after 4/1/2019. Often, new employees will ask their supervisor questions regarding their hire, and we need to work together to ensure supervisors know this piece of the puzzle!
- From the memo sent 1/25/2019 by Leslie Brunelli: "A pay lag means earnings for the first half of the month will be paid at the end of the month and earnings for the second half of the month will be paid the following month on the 15th day. This is different from our current pay schedule in which earnings from the first half of the month are paid on the 15th, and earnings for the second half of the month are paid at the end of the month."
- 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 THAT for all eForms you initiate, aside from Additional Assignment, you can go into ‘view an ePAF’ to check on what actions have been submitted and see their status in the workflow.
- PeopleAdmin – I have two quick notes to share in order for PeopleAdmin to properly feed data into HCM.
- PD Modification for Vacant PD – Recall from previous emails that the ‘requested salary’ field is what feeds the compensation information in HCM. When updating a vacant position description for advertisement, please do not put the salary range in the ‘requested salary’ field. The interface to HCM drops all characters other than numbers (i.e. $ , -) and the salary range thus shows as a shockingly high salary! Please use the bottom of the range in the ‘requested salary’ field.
- Rehire Less Than 1 year – As you know, rehires less than 1 year do not trigger onboarding events. What this means for HR contacts is that whatever data is entered on the application and the hiring proposal is what feeds to HCM. Specifically, be cautious when entering employee’s USC ID on the hiring proposal – IAM (identity and access management) triggers the HCM rehire data based on the USC ID field without looking at the name.
I’m here to help if you have any questions, concerns, or squirrelly situations!
Hello, HR Contacts!
Several important updates:
- Effective Dates and Multiple ePAF Actions – Remember that HCM PeopleSoft is an ‘effective dated’ system. In the simplest terms, this means that updates/changes are not ‘active’ until the effective date. Please keep this in mind and submit eForms accordingly. Also remember that once an eForm is initiated, the data in the eForm does not update – meaning you shouldn’t initiate and save actions if there are other pending changes on file or in process.
- For example, a faculty member received Promotion and Tenure action effective 8/16/2019, but you also need to submit a 8/16/2019 sabbatical with partial pay for the same employee. The Status Change eForm (for the Sabbatical) will not reflect the increased salary until it is actually effective on 8/16/2019.
- Recycled Actions: College/Division and Campus level HR Should Check Query – As we draw nearer to the start of the Fall semester, Central HR has been recycling a high volume of eForms due to incorrect information. Remember that those with College/Division and Campus HR roles can run the eForm status query to ensure no recycled action is overlooked: SC_HR_GT_WORKFLOW_COLLEGE_DEPT. When searching for ‘recycled’ eForms, the status will show as ‘partially approved’. Since Department level HR Contacts and Student Hire Representatives cannot access this query, please monitor and advise them when you notice recycled actions.
- Internal Dual for Teaching vs. Course Overload (TSA) – Reminder that internal dual should be used if an FTE faculty member is teaching a course outside of their home department/college and/or outside of their discipline – whereas a Temporary Salary Adjustment (TSA) should be used if an FTE faculty member is taking on a course overload within their college and discipline. If you are unsure which action fits a specific situation, please reach out to myself or Joyce Riley.
- Yes/No Toggle Buttons – All toggle buttons that appear in the eForms appear to default to ‘no’ but the system does not view the defaulted value as a complete field. Please remember to click the toggle button ensuring the ‘yes’ or ‘no’ selection is highlighted yellow (like the other fields you change). Note that eForms will be recycled to the initiator if the toggle button fields are unanswered.
- Temps with Roles in HCM – If you have temporary staff or a faculty member who has HR or finance initiator and/or approver role(s) in HCM, their access will be revoked at the time of the State-mandated 15-day break. Upon each annual rehire the department will need to submit an HCM Service Now Request to have the access reinstated. In the Service Request, note the date the employee ended their most recent appointment and the HCM system security team can reactivate the roles previously assigned.
Don’t hesitate to reach out if you have any questions or concerns!
Hello, HR Contacts!
We are still experiencing a higher than desirable volume of actions which have to be recycled back to the initiator for edits – don’t forget about the weekly Ready Rooms where you can bring your work and receive hands-on guidance.
- Multiple ePAF Actions – In the event that you are submitting multiple ePAFs for the same employee (i.e. Job Change and Additional Pay, or Job Change and Status Change), please add comments to the eForms so HR is aware of multiple actions and can approve the eForms in the proper order.
- Additional Pay eForm Justification – As you may recall from training, when submitting an Additional Pay eForm, please include a comment or attachment to serve as the justification for the request. Remember back to the days of the PBP4/5, any time you submitted an action you had to put a sentence or two in the justification box! We didn’t make an attachment required on this eForm, so that you could utilize the comments section rather than having to do a formal memo.
- Administrative Salary Adjustment (ASA) – There is still a lot of confusion about when it is appropriate to use an ASA vs. another ongoing salary adjustment. ASA, per SC State Regulations, can only be used for Faculty holding a Department Chair, Assistant Dean, Associate Dean, or Dean role. An ASA can span multiple years.
- All other administrative appointments (such as Undergraduate/Graduate Director, Assistant Department Chair, Director of Program/Center, etc.) should be Special Assignment Pay (SAP). SAP can be utilized for both faculty and staff employees and can also span multiple years. If you aren’t sure which ‘Earnings Code’ to select, please reach out to me or another central HR staff member prior to initiating the eForm.
- 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 very 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.
- 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. Late submissions cause problems with not only with paychecks, but for new hires late actions also limit time for benefits selection and delays the systems access needed to do their jobs.
As always, don’t hesitate to reach out if you have questions or need assistance with actions in HCM!
Good Morning HR Contacts!
I know we are all busy as the start of Fall 2019 quickly approaches, so I’ll keep my introduction short! Don’t forget that all of my weekly emails are consolidated on the Project website here for easy reference.
- New Query Alert – There is a new query that allows those with College/Division HR or Campus HR roles to see what actions are currently ‘in process’ in the HCM system. In Query Viewer search for SC_HR_GT_WORKFLOW_COLLEGE_DEPT – note that neither of the search criteria fields are required but are there if you want to parse out the actions you are seeing. This will be a great resource and serve as a ‘one stop shop’ so you aren’t having to track forms individually in ePAF.
- ACA Calculation Worksheet for Adjunct (TFAC) Hiring Proposals in PeopleAdmin – Thanks to the feedback and partnership with HR Contacts, we’ve made some much-needed changes to the ACA Calculation Worksheet for Adjunct Hiring Proposals in PeopleAdmin. The Worksheet will now calculate hours per week based on course credit hours 1 through 12! (i.e. a 2 credit hour course will calculate to 6.67 hours per week which was previously not an option).
- Auto-Termination Process – Just a friendly reminder of the ‘auto-termination’ process in HCM. Recall from training that all employees not in an FTE position are subject to the ‘auto-termination’ process which means their position will end automatically on the expected job end-date. Please do not submit a Status Change eForm to terminate an employee on their expected end-date, as the eForm will error. Separation actions should be submitted if the employee is terminating prior to the expected job end-date.
- Separation for RGP/TL (Status Change eForm) – When initiating a Separation for an RGP/TL employee, a section on the eForm deals with annual leave pay out. Please note that these toggle buttons do not default to ‘no’ – you must click the toggle until the answer highlights yellow (as shown below). If you leave the toggle as the default gray ‘no’, the eForm will be recycled to the initiator for edit. (Note that this is the same issue as with the Additional Assignment eForm, where the toggles must be highlighted in order for HR approval).
- HCM Account Access Issues – If a new hire/affiliate does not receive the ‘Account Claiming’ email or has login issues, please have them contact the DoIT Service Desk at 803-777-1800 for assistance. In addition, if a current employee/affiliate has issues with accessing their account information, they should also contact the DoIT Service Desk at 803-777-1800, not Human Resources, for assistance. Please pass along this information to employees in your area.
- 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 an employee separates. If they are moving, they should go into Self-Service to update their address to ensure upcoming W2 is delivered to the appropriate address. In addition, they should print/save any pay stubs that may be needed for proof of income/employment.
- Faculty FTE and Temporary Supervisor Updates – As you are all aware, supervisor updates for FTE Faculty and Temporary employees are done on the Job Change eForm in HCM. Remember from training and past emails that the ‘Supervisor ID’ and ‘Reports to Position’ fields should never both be completed – this causes the eForm to error in the system.
- If the employee is in a non-positioned job (temporary, student, internal or external dual, and affiliate), then you will always put in the supervisor ID for the supervisor (whether the supervisor is positioned or not).
- If the employee is in a positioned job (FTE, RGP, and TL), then you will put in either the supervisor ID if the supervisor is non-positioned OR the reports to position if the supervisor is positioned.
Phew - you made it to the end!
Do not hesitate to reach out if you have questions or concerns!
Hello, HR Contacts!
I have several items to cover this week – let’s jump right in.
- 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 new FTE, RGP, TL as well as returning students and temps. 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.
- Supervisor and Location Updates - just a friendly reminder that supervisor and location updates are submitted three different ways depending on the type of employee:
- FTE/RGP/TL Staff and RGP/TL Faculty – these changes must occur in PeopleAdmin as a position description modification action. Once the modification action is approved by Class/Comp the action will flow (during the nightly interface) to HCM, where Class/Comp performs a final validation before approval and execution to the employee’s Job Data. Approval in PeopleAdmin is only the first step!
- FTE Faculty and Temps – these changes are done directly on the Job Change eForm in HCM. Since neither of these types of employees have position descriptions, the fields are open and editable in the Job Change eForm.
- Students – all student changes (not just supervisor and location) are done via the Student Change Request paper form and submitted to HR Ops using the STUDENTHR@mailbox.sc.edu email.
- Creating Onboarding Event for PeopleAdmin Hiring Proposal – we have recently experienced an increased number of new employee data issues and have determined the cause is from Onboarding. The Onboarding create/update page has a field for Employee ID (USC ID) which is marked with an asterisk. Most commonly initiators are entering ‘N/A’ in this field which causes the data to become ‘tangled’ with other employees. While the field is marked with an asterisk, it is not a required field, and should always be left blank. HR sent out a memo on June 10 reminding everyone that this field be left blank – please see below.
- Affiliate Supervisor/Sponsor – please note that the supervisor/sponsor for an affiliate appointment must be an employee of USC. Affiliates cannot supervise/sponsor another affiliate.
- Additional Assignment (Internal Dual) for Non-Exempt Employees – recall from HR Contact training that if an employee has an FLSA status of non-exempt in their primary job (in their FTE) then their internal dual must also be non-exempt. The Additional Assignment eForm will default the compensation to Hourly. As the initiator you must ensure that the hourly rate you enter is equivalent to or greater than the employee’s ‘time ½ rate’. The eForm does not provide you any salary information, so you should reach out to the home department HR Contact or to central HR to request the employee’s hourly rate – then you multiply that by 1.5 to get the ‘time ½ rate’.
- Tracking the Status of Additional Assignment eForm – in the event that you are initiating an internal dual action for an employee who is not within your security scope, you will not be able to ‘View an ePAF’ after submission. You can reach out to the home department HR Contact(s) for the employee and request they update you on the tracking. You will receive email confirmations each time someone in the workflow takes an approval, recycle, or deny, action. Once the action is approved by HR and is system executed, you will be able to see the internal dual employee appearing in Job Data and departmental queries.
- 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.
Hello, HR Contacts!
Can you believe we’ve been live in HCM for 3.5 months?! 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.
- HR Deadlines and Late Documents – This one-page reference lists HR Deadlines through December 2019. Please remember that HR reserves the right to change effective dates on late submissions. If exception is made for a retroactive request, an administrative error memo will be required prior to approval of the request. This administrative error memo must include details on what mechanisms are being put in place to ensure this doesn’t happen again.
- Additional Pay Actions – Reminder that Additional Pay actions (salary adjustments, bonuses, cash awards, etc.) should be completed using the Additional Pay eForm. For FTE Faculty, there is a section on the Job Change eForm which appears to allow entry of Additional Pay reason codes, but this is not correct! The only time you should add a new Additional Pay on the Job Change eForm is for an Administrative Salary Adjustment (ASA) where you are also making a classification change, internal title change, basis change, etc. effective the same day as the ASA.
- When creating a new Additional Pay, remember that only one can be added at a time. So if you have multiple new Additional Pays to add to the same employee, you must do a separate eForm for each.
- Tracking of End-Dates – Joyce Riley no longer sends end-date emails and reminders to College/Division level contacts! This is because you have the data needed at your fingertips anytime you want it. Those of you with the Department HR, College/Division HR, and Campus HR role all have access to "query viewer" in HCM. Specifically, there are two queries you should be running on a weekly or monthly basis to know your position end-dates and additional pay end-dates. Query listings are available on the Project website here, under Available Queries.
- SC_HR_MONITOR_END_DATES - Review current RGP, TL, and Temporary employees who have an upcoming expected end date for their current job before being separated in the system. Selection Criteria: 1) Start and End Date (required), 2) Employee Class, 3) Salary Plan (classified, unclassified, etc.). NOTE: Leave Empl Class blank to pull all types of employees.
- SC_HR_MONITOR_SUPPLEMENTAL_PAY – Review upcoming additional pay/supplemental pay which are set to expire. By monitoring the additional pay/supplemental pay end date report, this will allow the renewal of pay before expiration date is reached. Selection Criteria: 1) Reason, 2) Earnings End Date (From) (required), 3) Earnings End Date (To) (required). NOTE: Leave Reason blank to pull all reasons for additional pay/supplemental pay.
- Submitting Multiple eForm Actions – In the event that you have multiple actions on the same employee, you must wait until the first eForm has been completely approved (showing system executed in status) before you submit a second action.
- Example: An Associate Professor received Tenure and Promotion effective 8/16/2019, and they also received approval for Sabbatical for half the Academic Year effective 8/16/2019 – 12/31/2019 with partial pay. The first step must be to complete the Job Change eForm for the T&P because it is (typically) associated with a salary increase. Once the Job Change eForm has been completely approved, you can take the second action to place the employee on Paid Leave (reason of Sabbatical partial pay) utilizing the Status Change eForm. This is the only way that the partial pay for the sabbatical leave will pick-up the new salary after T&P.
- PeopleAdmin Hiring Proposal Change – Class/Comp just unearthed an issue where the supervisor name was not updating on the Position Description (PD) when changed on the hiring proposals for positioned jobs (i.e. staff, faculty RGP/TL and exempt temps). However, the new supervisor ID and position number were updating to the PD, which caused a mismatch in data and required a PD modification action to correct. PeopleAdmin is working to retitle the "current Supervisor Name" field to "historical" and add the PD fields for Supervisor First Name and Supervisor Last Name to the hiring proposals. This will keep everything in sync going forward.
Hello, HR Contacts!
I am including information on HCM, PeopleAdmin, paper processes, and procedure/housekeeping updates from HR Ops and other central units. Please be sure to read all of the information included to ensure you are up-to-date on critical items.
- Transfer Process – Just a friendly reminder that HR has a new business process surrounding Transfers between benefited positions across the USC System. We briefly covered this in HR Contact training: If you are the department receiving the resignation, you must work with the employee to determine if their move falls under the new transfer process. The Department receiving the resignation is also responsible for completing the USC Transfer Form (paper) and submitting to HR Operations. Do not submit a Status Change eForm to separate an employee who is covered in the Transfer process. The Department hiring the employee will complete the hiring proposal in PeopleAdmin as normal, ensuring to select the action of Transfer. Note that the transfer process does not refer to student employees – they should always be separated prior to starting any other employment type within USC.
- Affiliate Appointments for Retired Faculty – Faculty who retire and want to maintain their USC email and access to benefits such as the USC Libraries must be appointed as an Affiliate. Affiliate appointments can last up to 5 years, but recall from training that the Affiliate Appointment eForm begins the "5 year clock" the day you initiate the eForm. Don’t forget that the Affiliate Information form has been updated for HCM and is the required attachment on the Affiliate Appointment eForm in HCM.
- PeopleAdmin to HCM Interface – Recall from training that all actions taken in PeopleAdmin (hiring proposals and position description actions) must flow to HCM before final execution takes place. Here is the colorful handout we reviewed during training! Remember the interface from PeopleAdmin to HCM only occurs once per day – so if an action was approved in PeopleAdmin today it will be in HCM tomorrow awaiting validation and final approval by either HR Ops or HR Class/Comp.
- Submitting Documents to email@example.com – Please ensure that the employee name is listed in the subject line of the email, or in the event that you are including multiple documents, list all employees names in the body of the email. This will help to ensure all intended documents are received by HR Ops.
- Do Not Send Duplicates – Please do not send multiple copies of the same document to HR. Most commonly we are seeing items emailed to saladmin, and a few days later the hard copy comes in campus mail. This can cause overpayment! Also please ensure you are only submitting fully approved items to HR – incomplete documents will be returned.
- 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 employee’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.
Hello, HR Contacts!
This week I have several crucial updates and reminders that can lead to more expeditious processing and approval of actions in HCM. In addition, I’ve finalized the account claiming overview document so you can better assist your new hires/affiliates.
- Emergency Contact Query – The new Emergency Contact Query is available for those with the Department HR, College/Division HR, and Campus HR roles. Navigate to Query Viewer (NavBar > Classic Home > Main Menu > reporting Tools > Query > Query Viewer) and search for SC_HR_EMERGENCY_CONTACTS. This query will pull all employees within your security scope who have listed emergency contact information. Note there is no search criteria required to run this query.
- Difference Between Admin Salary Adjustment, Temp Salary Adjustment, and Special Assignment Pay – HR Ops and Class/Comp are receiving and recycling countless Additional Pay eForms because incorrect earnings codes are selected. Selecting the correct earnings code will expedite processing and approval times. If you aren’t sure which one to select, please reach out to me or another HR team member before submitting the eForm.
- Temporary Salary Adjustment (TSA) – Additional compensation that is not part of the base pay for an employee in an FTE position for a specific period of time. Temporary salary adjustments are for 12 months or less and may be renewed. Temporary salary adjustments for faculty are primarily used for course overload.
- Administrative Salary Adjustment (ASA) – Additional compensation that is not part of the base pay for faculty to whom additional administrative responsibilities are assigned related to their role as Dean, Assistant Dean, Associate Dean or Department Chair. Note that this category is restricted to select titles defined in state regulations. This includes any interim or acting appointments but is restricted to faculty holding one of these four titles. Special Assignment Pay should be used for all other administrative roles. This can extend past 12 months.
- Special Assignment Pay (SAP) – Additional compensation that is not part of the base pay for an employee for a period of time when on special assignment. When a faculty member assumes an administrative role that is not included for an administrative salary adjustment (e.g., President, Provost, Associate/Assistant Provost, Vice or Deputy Provost, Director, Coordinator, Head, Principal, Chancellor, Fellow or Assistant Department Chair), a special assignment pay should be the mechanism to compensate the faculty member. This can extend past 12 months.
- Leave without Pay, Paid Leave (for Faculty) and Suspension Actions – Recall from HR Contact Training that these actions (processed on the Status Change eForm) all require a second action to either "Return from Leave" or "Recall from Suspension" – The employee will remain in the "leave" or "suspended" status until a second Status Change eForm is processed to return them. A hint to help you remember is that their "related actions menu" in ePAF will look like this:
- Additional Assignment eForm – exciting news for my internal dual processors: the file attachment section of the eForm has been updated and no longer requires a Dual Letter! As with all other HR eForms, the option to upload supporting documentation is still available, just not required.
- Credentialing and Account Claiming Process – Two important references documents are (1) a workflow overview of the DoIT Identity and Access Management (IAM) credentialing process and (2) the steps that new hires/affiliates will take during the new IAM Account Claiming Process, with screenshots. This will help you see what your new hire is seeing, so you can guide them appropriately. If the new hire/affiliate has issues with the IAM process, they need to reach out to the DoIT Service Desk at 777-1800, rather than Central HR.
- "View an ePAF", "Update an ePAF" and "Evaluate an ePAF" – Just a friendly reminder of the different options in ePAF and what they all do:
- View an ePAF – You can "check the status" or track eForms 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: For actions taken on an employee outside of your security scope (most commonly this happens on the additional assignment eForm), you will NOT be able to view the eForm.
- Update an ePAF – This is where you will go to find any eForm that you saved without submitting or in the event that an eForm has been recycled (returned) to you for edits. Note that only the initiator of the eForm will be able to update.
- Evaluate an ePAF – This is where you will go if you have an approver role in HCM if you do not click the link in the approval email. Remember that the approval email goes to the bucket of anyone with that role for your department security or higher, so the form may already be approved by the time you go to "Evaluate". If the form no longer appears in "Evaluate", go to "View an ePAF" and search there to see who approved and where it went next.
Hello, HR Contacts!
This week I have several reminders and process changes to share. Starting this week, as applicable, I will include pertinent information from other back office teams such as Payroll and Benefits. As always, your feedback and partnership are valued – we don’t know if there is an issue unless you tell us!
- Job Data (in Classic Home) and Query Viewer – Just a friendly reminder of two amazing resources in HCM called Job Data (not the abbreviated version found in ePAF search) and Query Viewer. Individuals with the Department HR, College/Division HR, and Campus HR role in HCM can access this data for all employees within their security access. For each of the aforementioned HR roles, there is an eLearning scenario that reviews the information available in Job Data and shows navigation to Query Viewer. From the eLearning home page, expand the Navigation by Role section on the left to find the topic for your HR role, then view the eLearning in See It or Try It mode.
- Query Viewer - On the HR/Payroll project website there are lists of the available queries based on HR role, with comprehensive description of the data that is included in each. Department HR role listing is here and the College/Division and Campus HR role listing is here. Pay close attention to the selection criteria for each query – specific fields may be required for the search to return results.
- Paper Forms Submitted to HR Operations and Services - to provide the best service possible, HR Ops and Services will no longer accept handwritten forms. All paper forms require manual entry by HR personnel and handwritten documents leave room for error. The IT staff within HR have worked hard to transform all paper forms to fillable PDFs available on the HR Toolbox. Going forward, handwritten forms will be returned
- New Email Account for Student Actions – Due to the increasing 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 note: All other faculty, staff, and temp actions will still be submitted via firstname.lastname@example.org.
- Email Submissions to HR - When submitting documents to SalaryAdmin and Student HR email accounts, please ensure the employee name is in the subject line of the email. If you are attaching documents for multiple employees, please list each name in the body of the email. This will help serve as a doublecheck to ensure we have received all of the intended attachments.
- Payroll Reminders – the below information comes to you from the Payroll team, please share with your colleagues as necessary.
- Retro Distributions Requests for Fiscal Year 2019 - As a reminder, all Retro Account Change eForms should be submitted to Payroll by end of July 1 to be processed in the July 15 pay period. The University’s Fiscal Year 2019 financial statements will be closed in July, and all retro distributions for the previous fiscal year must be processed before then.
- Account Change eForms for Fiscal Year 2020 – Please do not submit any Account Change eForms for FY2020 until after HR Ops has entered the 2% General Increase (GI) into HCM for impacted employees.
Hello, HR Contacts!
There are several updates this week, so let’s jump right in.
- Additional Pay eForm – Recall from training that the Additional Pay eForm is used to grant non-base salary adjustments. Additional Pay actions include ongoing salary adjustments (formerly called supplements) as well one-time pays such as bonuses, cash awards. All Additional Pay actions should be submitted on the Additional Pay eForm, unless the action is granting an Administrative Salary Adjustment (ASA) for a faculty member taking over a chair role.
- Job Change eForm and an Administrative Salary Adjustment – There is a section on the Job Change eForm titled ‘Additional Pay’: the only Additional Pay action that can ever be inserted here is an Administrative Salary Adjustment (ASA). This is because the ASA is associated with an actual position change (specifically reclassification, and typically a pay basis change). NO other Additional Pay actions should be entered on the Job Change eForm. Note that if you are processing a reappointment action for someone with an ASA which is also being extended, the reappointment effective date and the effective date in the additional pay section of the Job Change eForm must be the same date. If the effective dates are different, the eForm will error at time of approval.
- 7/1/2019 General Increase (GI) and Actions in HCM – please remember that the Division of HR has asked that actions be held until after the 7/1 GI has been applied to impacted employees making under $100k. This is not a new process; historically, actions could not be taken in our legacy system until the GI had been applied to these employees. If an eForm is submitted on an employee making less than $100k with an effective date of 7/1 or later, it will be recycled to the initiator and the eForm will need to be redone and resubmitted once the updated salary information is in HCM.
- Queries – queries are a way to pull data from the HCM system, and that data is then used to generate a report that you can filter/sort. The team has created a Query Request Form to be used in the event that the available HR queries do not have specific information you need for reporting, accreditation, credentialing, etc. Be sure you first check the available queries to ensure the information is not already available to you: Department HR query listing and College/Division and Campus HR query listing.
- New Query Announcement – I wanted to give you advanced notice that a new query is currently being developed by our System team! This query will allow those with the Department HR, College/Division HR, and Campus HR roles in HCM to pull up-to-date emergency contact information for their employees. I will let you know when the query is available in your Query Viewer.
- HCM HR Access Request Form – Just a friendly reminder that all HR related Access requests for HCM must be completed on the HCM HR Access Request Form and submitted via an HCM Service Now Access Request. When gaining approval signatures on the request form, be sure to leave the HR Data Steward place blank for HR Operations to grant approval.
Hello, HR Contacts!
Thanks in advance to those of you who attended in person and watched the HR Forum on June 13 – staff from across the Division covered tons of beneficial information.
This week I have two topics to address, one of which was brought up in the Forum.
- Reappointments in HCM: First, I want to be clear about who can be "reappointed" via the Job Change eForm – RGP, TL, and some FTE positions (such as Instructors). Temporary employees, in accordance with State regulations, must have a 15-day break between annual appointments, thus the ‘re-hire’ will be done in PeopleAdmin.
- Effective Date of Reappointment: As you are keenly aware, if individuals are not appointed timely, then they will terminate and "roll out" of the HCM system. So what does this mean for you as the initiator of a Reappointment action? Submit your Reappointment actions early and get in the habit of entering the current date in the "effective date" field. A reappointment action is in essence an extension of the end-date, so the "effective date" you enter in the reappointment action is just the day that the system changes the "end-date" on record for that position.
- Example: If a position has an end date of 6/30/2019 and you submit a reappointment for 7/1/2019, the employee will terminate on 6/30/2019 because the end-date extension wasn’t yet effective.
- IAM Credentialing Process: I know you all have questions and confusion surrounding the IAM (Identity and access management) credentialing process. I worked with colleagues in DoIT to provide you the following information so you can assist your new hires and affiliates. I’m working on a handout with screenshots at each step for more detailed assistance – look for that next week!
- Below is the email template of what is sent to the personal email address of the new hire/affiliate after IAM has run the credentialing process:
- If the new hire/affiliate clicks the link within the 48 hours (as noted in the above email), they will be taken to the following screen to confirm their identity and then establish their account:
- If the new hire/affiliate clicks the email link after the 48-hour expiration, they will be taken to the below screen, which allows them to request a new link be emailed. When they click the new email link, they will be directed to the previous screenshot:
- Refresher Workshops and Ready Rooms: Don’t forget about the weekly Refresher Workshop sessions where I provide crucial pointers and updates for work in the HCM system. The next one is scheduled for 2:30-4:30 p.m. Thursday, June 20 – register here. In addition, we continue to host Ready Rooms, where you can bring your work and receive hands-on assistance. The next one is scheduled for 9-10 a.m. Thursday, June 20 – register here.
Good Afternoon and Happy Friday, HR Contacts!
This week has flown by, but I wanted to make sure to provide you with a few updates and reminders. Questions and concerns brought to my attention by you (the end-users) are appreciated – as I said in training, if it’s on your mind it is probably a question others have. I vet your questions and, when necessary, escalate to the System Support team to find a solution! I truly appreciate this partnership.
- Query to Include Actual Salary/Hourly Rate: It was brought to our attention that all of the HR queries available to individuals with HR Roles (Department HR, College/Division HR, and Campus HR) were annualizing the salary in the "base salary" fields. I am excited to share that a new field (actual salary) has been added to the SC_HR_EE_ROSTER query. Please note that hourly temporary (including students, duals, temps) may appear different ways depending on how they were entered: either as the actual payout or as the hourly rate.
- Reminder of Account Codes: Just a friendly reminder that with the transition to HCM PeopleSoft, we have streamlined use and decreased the number of account codes (formerly known as object codes). Account Codes are more of a "constant" tied to the type of employee rather than to the action. All account codes below are listed directly below:
51200 – Classified Employees – applies to staff FTE, RGP, and TL positions)
51300 – Unclassified Employees – applies to staff and faculty FTE, RGP, and TL positions
51400 – Non-Federal Work Study Students – applies to undergraduate and graduate students
51422 – Federal Work Study Students – applies to undergraduate and graduate students
51600 – Temporary Employees – applies to temporary staff and temporary faculty
51330 – Summer Instruction
51390 – Athletic Coaches
51800 – Bonus
51100 – President
- Issues logging in to both HCM and Finance: We are aware that many of you wear multiple hats, which require you to utilize not
only the HCM system but also the Finance PeopleSoft system. Please note that you cannot
access both PeopleSoft systems from the same internet browser – you must have one
system open in one browser and the second system open in a different browser (i.e.
HCM in Google Chrome and Finance in Internet Explorer). It does not work to have different
windows in the same browse, they must be in totally separate browsers.
- HR Contact Refresher Workshops: We didn’t have a refresher session this week due to the holiday, but they are scheduled
weekly through the end of June. See dates/times and register for a session here. I hope to see you there!
In this workshop, you will receive an overview and detailed answers to some of the most frequently asked questions and common issues that HR Contacts are experiencing in the HCM system. Emphasis will be on pointers and recommendations to avoid eForms being recycled to initiator. In addition, there will be roughly 30 minutes for an in-class Q-and-A session.
- 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.
Hello HR Contacts!
As we prepare for a long weekend I have just a few updates to share from this week - let’s jump right in.
- PeopleAdmin Data Issues: There are two issues related to PeopleAdmin and the interface to HCM PeopleSoft that I need to address:
- As you are all keenly aware, PeopleAdmin does not have logic to ensure data entered in required fields is populated correctly. It has come to our attention that when processing a position description update with no change to salary you must write the current base salary in the "Requested Salary" field. Writing words in the "Requested Salary" field will cause an error in the interface to HCM PeopleSoft where the form shows zero compensation – meaning the employee will not receive a paycheck.
- Class/Comp has noted that they are receiving data in the wrong fields on many PD actions. As noted in the previous bullet, PeopleAdmin is not a logic based system so incorrect data can slip through the cracks if required fields are "completed." Specifically, Class/Comp has noted that they are receiving "Building Location" in fields that are for currency only such as the "Current Shift Differential" field. Pay close attention to ensure that you’re entering data in the appropriate field!
- Reminder - Access to Employee Self Service for New Hires: Friendly reminder that new hires are not granted access to log into HCM PeopleSoft until their effective date of hire. We are aware that in some instances new hires are receiving the auto-generated email advising them that Benefits enrollments, Direct Deposits, etc. are done in Employee Self Service prior to their start date. Please assist us in advising new hires that they will receive this email and they can accomplish self-service tasks on or after their first day of employment!
- Update/Change to Adding Combination Code in HCM: This is the third, and hopefully last, time that I’ll be writing with a change to the instructions on how to request a combination code be added in HCM. Previously we were instructed to email one specific person, but in the event that the contact is out of the office or unavailable, a new email account has been established solely for the purpose of creating and maintaining chartstrings in HCM. Please send all requests for combination codes to CFMAINT@mailbox.sc.edu. Remember to include all chartsting fields, ideally in the form of a screenshot from the Finance PeopleSoft system.
- Approver 2 Workflow Concerns: As some of you are aware, there are several users on the Columbia campus who have ‘university wide’ access as an Approver 2 for HR ePAF actions. This is an issue for areas who elected not to have an Approver 2, as the forms are automatically routing to those with the ‘top node university’ access as Approver 2.
- To avoid your HR actions being ‘stuck’ at this approval level and to ensure that only appropriate personnel are reviewing and approving actions for your areas, please submit a service now request for access as Approver 2 for someone in your area (you will be required to attach an HR access request form for the new role of Approver 2).
- Most commonly your colleagues are adding this additional approval role to those who already have Approver 1 access. Yes, the same person who approves as Approver 1 can also be the Approver 2 for that action! However, you can of course request the Approver 2 access for someone who doesn’t currently have an approval role.
Note about contacting me – while I do not have an assigned phone line, if you email me requesting a phone call I will call from one of the HCM project phone lines to assist with your questions.
Have a safe and fun holiday weekend!
Good Morning HR Contacts!
First, I want to personally thank each of you for your partnership and understanding this week as we experienced a system issue with the ePAF Homepage! Despite this technical hiccup, HR Contacts as a group had a busy and productive week. This week I hosted the first HR Refresher Workshop session – we spent roughly 40% of the session in candid Q & A and the other 60% was detailing and explaining some of the most common mistakes central HR is seeing on the eForm. Today’s update will contain two crucial updates on the Additional Pay eform and the Additional Assignment eform.
- Account Changes for Additional Pays: A gap was brought to our attention several days ago, and today I’m writing with a solution! If you need to make an account change for an Additional Pay (i.e. temporary salary adjustment, administrative salary adjustment, etc.) you will do so directly on the Additional Pay eform. Ensure you select "update existing additional pay" change the funding as appropriate and in the Comments section of the form write "update to accounting only". HR will no longer reject Additional Pay eForm submitted to change accounting.
- The team is working to have a new reason added to the Additional Pay eform along the lines of “update accounting funds only” so that these action would be readily identifiable and able to be query.
- Additional Assignment (aka Internal Dual): During the approval process of an Additional Assignment eform, two new sections appear when the eform is routed to the employee’s home department approvers (both approver 1 and approver 2). These sections are required, despite the lack of asterisks *. Our team realized yesterday, with the help of a wonderful HR Contact in the field, that the two questions under the "Other Information" section of the eform require special attention. These two ‘yes/no’ toggle questions seem to default to "no" however you must click the toggle to either "yes" or "no" until it is highlighted in yellow (see screenshot below). Note that the HR team is working on formatting these questions differently so it is clear that action must be taken.
- HR Contact Refresher Workshops: Just a friendly reminder that these beneficial sessions are scheduled weekly through the end of June. The next session is scheduled for this coming Tuesday May 21 from 8:30-10:30am so you can stop here before you head into the office! Please register here. I will cover a wide-range of topics including those related to student hires and chartstrings, while leaving plenty of time for Q & A!
- Approver Webinar Recording: Yesterday we hosted a second webinar for those with Approver access in the HCM system. We received such wonderful feedback from that session that we decided to post this to the project website replacing the previous version. This recording is 33 minutes jam packed with beneficial information for those with either Approver 1 or Approver 2 access. The webinar can be viewed here.
Don’t hesitate to reach out if you have questions or concerns!
Good Morning HR Contact Friends!
Today’s update is short but sweet. As promised, I have further details and registration
links for the HR Refresher Workshop sessions. In addition, I have two important updates/changes
- HR Contact Refresher Workshops: These sessions are 2 hours each and are currently scheduled weekly through the end of June. Registration links can be found here. The first workshop is this coming Monday, May 13th from 2:30-4:30 p.m. You must register in order to attend this course.
- In this workshop, you will receive an overview and detailed answers to some of the most frequently asked questions and common issues that HR Contacts are experiencing in the HCM system. You will see all core HR eForms demonstrated and discussed in detail, with emphasis on pointers and recommendations to avoid eForms being recycled to initiator. In addition, there will be roughly 30 minutes for an in-class Q-and-A session.
- PeopleAdmin Position Description Actions: Plan Position Description (PD) actions and only submit ONE modification request per position per pay period, preferably one modification per month. Please submit all updates on one PD modification request – remember that one PD request can have multiple update reasons. Submitting more than one PD modification action per pay period causes issues in PeopleSoft.
- Adding a Combination Code (Chartstring) in HCM PeopleSoft: Previously the project team had instructed the creation of ServiceNow requests to have a combination code (chartstring) created in PeopleSoft HCM system. Now that we have been "live" for over a month, a new business process has been determined. In the event that a combination code (chartstring) is missing from the HCM system, you must email Lindsay Anastasio, Assistant Controller, with all chartstring fields needed to establish the combo code. Preferably the email request would include a screenshot of the combo code from PeopleSoft Finance, but if no screenshot is available, provide all applicable chartstring fields for that combo code.
I hope to see you at one of the upcoming Refresher Workshops! As always, reach out if you have questions or concerns. Have a great weekend!
Happy Monday HR Contacts!
This week I’m going to send two emails: one today and another one on Friday to close out the week. Today my focus will be on a vital update/correction to one of the topics from last week’s email as well as an announcement of HR Contact Refresher Workshop sessions! As always, there are multiple valuable updates and reminders in this email – so read through to the end!
- UPDATE on Supervisor USC ID vs. Position Number: Since my last email, the project team has been given an update from PeopleSoft regarding the difference between utilizing Supervisor USC ID and Position Number. We apologize for the miscommunication of information. The difference is based on the employee rather than the supervisor type as described below.
- If the employee is in a non-positioned job (temporary, student, internal or external dual, and affiliate), then you will always put in the supervisor ID for the supervisor (whether the supervisor is positioned or not).
- If the employee is in a positioned job (FTE, RGP, and TL), then you will put in either the supervisor ID if the supervisor is non-positioned OR the reports to position if the supervisor is positioned.
- Additional Pay eForm: You must provide justification! Remember PBP-4/5 where you had to write a small blurb in the justification section – the same stands true for the eForm. Use the comments section at the bottom of the page or upload supporting documentation. HR will recycle additional payments requests if no information is provided.
- Student Change Paper Form: Be specific as to the action you are trying to accomplish! If you are terminating the student prior to the expected end date, the reason should be ‘Separation’ and the effective date listed should be the effective date of termination (i.e. the first day the student is no longer in the position). Always provide details in the comments section of the form citing the last date the student worked and the HR Ops team can ensure that the correct date is entered on the termination row for the student’s record. This form is fillable and has dropdown menus in many of the fields – do not print and handwrite to complete this form or the data will be incorrect.
- HR Contact ‘Refresher Workshops’ to Start May 13: We have been ‘live’ in the new HCM System for a month now and I’ve been fielding similar questions and concerns, so I’ve decided to host weekly(ish) Refresher Workshops for HR Contacts! These sessions will be 2 hours of in-person demos and reminders for using the new HCM PeopleSoft system. Registration Links are coming soon, and can be found on the HR Training website as well as on the Project Website. More information will be in my Friday email this week.
- Service now tickets: The Project website has detailed step-by-step guidance on how to submit a service request through the DoIT Service Portal. There are actually two web pages: one for users who have a question or need help with HCM, and another for people who are requesting authorized access to HCM. In addition, the website’s support page lists many avenues for support.
- Reminder of Ready Rooms: Don’t forget that the project team continues to host Ready Rooms weekly on Wednesdays through the end of May. These Ready Rooms allow end-users for all areas (Core HR, Student Hire, and Maintain Accounting) to receive hands-on assistance from an expert. Register for these ready rooms here.
Here’s to a wonderful week!
Please do not hesitate to reach out if you have any questions or concerns.
Happy Friday HR Contacts!
I am writing this week to provide reminders and refreshers of items we covered during the HR Contact training sessions. Our team and HR Ops are getting tons of questions about things we covered in training; I know we covered SO much information during the full-day training that some things may not have fully stuck! There is a lot of valuable information here, so stick with me to the end!
- eForm Action and Reason – selecting the proper action and reason for all HR actions is crucial! This is how PeopleSoft knows what information to insert in new rows for the employee’s Job Data. Internal and external auditors will review action and reasons in Job Data with a fine tooth comb! The action and reason fields are required for all of the HR related eForms in the system (additional pay, additional assignment, job change, and status change) and remember that sometimes there are multiple action and reasons on one eForm action. HR is going to begin recycling eForms to the initiator if the action and reason are incorrect. The eLearning materials can help you in determining which action(s) and reason(s) are applicable.
- Separations – it seems that folks are confused as to what date to enter on the status change eForm. You must always enter the last date employed (either worked or if the employee took annual leave for their last days) because the system will pay the employee for the date you enter in the form. After the form has made it through the approval process and the system adds the separation row into the employee’s job data, the system automatically shows the ‘effective date of termination’ as the day after their last day worked. DO NOT put the next day in the status change eForm, as you would be paying the employee for a day they did not work resulting in overpayment.
- In conjunction with this, please remember that the last day worked in one position and the effective date to start another position CANNOT be the same date. This will cause the employee’s record to error and delay the start of the new position.
- Student Hire/Update/Termination – remember that the only system action end-users can take on students is the initial hire. Updates to an existing hire (i.e. increased pay, change in hours, change in supervisor, etc.) must be submitted via the Student Change Request paper form and submitted to HR Ops for processing. In addition, termination prior to the original end date entered at time of hire must be done on the same Student Change paper form and submitted to HR Ops for processing. You cannot process these actions in the system.
- Internal Dual – this is one of the last things we covered in HR Contact training (after lunch 😊) so I know our brains were already on overdrive. Just a friendly reminder that the duties section of the form for both the requesting and home departments is required! This is the section which asks for the hours as well as description of duties.
- For the requesting department: Description of duties is always required or else HR does not know what the request is for, and the form will be recycled all the way back to the initiator! Hours should be filled in as accurately as possible – i.e. if the dual is for teaching a class then the hours should reflect the class meeting times. If the dual is for working multiple events during a specific time period, the hours would not be so cut and dry, and should be listed as ‘varies’.
- For the home department during approval of the request: hours to and from are required. Home department must also answer the two questions in the ‘Other Information’ section of the page.
- Late Submissions – Per the memo that was sent to all HR Contacts by Megan Joyner on 4/19, HR reserves the right to change effective dates on late submissions. If exception is made for a retroactive request, an administrative error memo will be required prior to approval of the request. This administrative error memo must include details on what mechanisms are being put in place to ensure this doesn’t happen again.
- Hiring in PeopleAdmin – there are a few things we want to point out in regards to hiring:
- Hiring Adjunct Faculty: these appointments are most frequently for 12 months unless the TFAC is truly 9 month (meaning they are appointed from 8/16 – 5/15).
- Action Type in PA: When you are completing hiring proposals, you must accurately select the appropriate action type for the hire (this is done on the page titled Job Offer Information). This action selection triggers specific needs/indicators to PeopleSoft so it must be correct. HR Ops will return hiring proposals if the appropriate action is not indicated.
- For example: If you select the action of ‘new hire greater than a year’ or ‘new hire’ then PeopleSoft is going to look for a completed critical new hire task. If there was no task list assigned or it was not completed, then the hire will not make it through the interface to PeopleSoft for HR Ops validation and approval.
- Entering dollar amounts in PeopleSoft – you are all on top of the decimal point! However, it seems some are utilizing too many decimal points i.e. 50000.00. Remember it is just one decimal point. The aforementioned example causes the form to error during the process.
Phew, you made it to the end! Hopefully this week’s reminders prove valuable for you going forward and lessen the number of recycled actions.
As always, don’t hesitate to reach out with questions or concerns!
Happy Wednesday HR Contacts!
I am writing a little early this week to provide some crucial information and reminders about the most common issues/concerns for week 2 of the new HCM PeopleSoft system. Thanks to all of you for your patience and partnership as we’ve gotten the system up and running!
PeopleAdmin Interface with HCM PeopleSoft:
Recall in the HR Contact training sessions that I spent time discussing the PeopleAdmin interface with PeopleSoft. We reviewed the workflow document (the colorful one) which details both the hiring proposal and also position description action workflows and interface with HCM PeopleSoft. Below please find the details/process for both a hiring proposal and a position description action – don’t forget about the nightly interface and remember after the interface HR Ops or Class/Comp must validate all data in PeopleSoft PRIOR to the action being approved in PeopleSoft.
- Hiring Proposal:
- Once a Hiring Proposal is approved in PeopleAdmin, the status will appear as ‘Hire Approved Pending Validation’ and the action is brought into PeopleSoft via the nightly interface. *Note that the interface does not occur until the Employee has completed their Critical New Hire Tasks in Onboarding.* Remember that two issues will trigger the hire form in PeopleSoft be returned to the College/Division level HR Contact(s) for edits: effective date and funding. If the effective date is not valid the form will route to College/Division HR contact prior to HR Ops seeing it. If the funding entered in PeopleAdmin does not align with a valid chartstring (combination code) in PeopleSoft then the form will again automatically route to College/Division HR contact for correction. Once any necessary updates are made, the College/Division HR contact must route the form to HR Operations. It is not until this stage that HR Ops validates the data and approves the action in PeopleSoft.
- Position Description Action:
- Once a Position Description action is approved in PeopleAdmin, the status will appear as ‘Approved Pending Validation’ and the action is brought into PeopleSoft via the nightly interface. The same two issues listed above (effective date and funding) will trigger the form in PeopleSoft be routed to the College/Division HR Contact for edits. Once any necessary updates are made, the College/Division HR contact must route the form to HR Class/Comp. It is not until this stage that Class/Comp validates the data and approves the action in PeopleSoft.
Entering Funding Information in eForms:
Many users are having issues when entering funding information (i.e. chartstring/combination code) ‘directly’ into the eForm fields. We have found out that the eforms do not have logic to validate funding information entered directly into the form – the logic was built into the Search for Chartstring section which opens after you click the ‘Select Funding’ button. The Change Management Team has created a "How to select funding in eForms" guide to walk you through the proper way to select funding by utilizing the ‘Select Funding’ button. DO NOT type in the funding fields on the form – this will cause the form to error in the workflow.
The project team will continue to host Ready Rooms where you can bring your work and get hands-on assistance from members of the Project team. You must register for Ready Rooms by noon the day before to have a seat held for you. As of now, we only have Ready Rooms scheduled through April 25th so be sure to register for a session if you need assistance with your work.
Just a reminder that I will be out of the office for my wedding/honeymoon starting this afternoon, but my out of office response will have information on who to contact while I am out. Don’t forget all the amazing resources out on the project website to help you do your job in the HCM PeopleSoft system!
We have made it through week one of the new HR/Payroll System!
Thank you all for patiently working with our team as we get through the bumps and kinks associated with go-live! I am writing to provide information on a few of the most frequent issues I’ve encountered and to remind you of the training, support, and other resources on the system website. We continue to host Ready Rooms where you can bring your work and get hands-on assistance from members of the Project team. You must register for Ready Rooms by noon the day before to have a seat held for you.
Top Issues from Week 1:
- Account Codes (formerly known as Object Codes) only have 9 options. Funding (chart strings/combo codes) in the system are not valid and thus eforms will not submit unless you are using one of the below Account Codes. All are also on this 1-page PDF.
- 51200 – Classified Employees (applies to staff FTE, RGP, and TL positions)
- 51300 – Unclassified Employees (applies to staff and faculty FTE, RGP, and TL positions)
- 51400 – Non-Federal Work Study Students (applies undergrad and grad students)
- 51422 – Federal Work Study Students (applies undergrad and grad students)
- 51600 – Temporary Employees (applies to temp staff and temp faculty)
- 51330 – Summer Instruction
- 51390 – Athletic Coaches
- 51800 – Bonus
- 51100 – President
- Cache history in your internet browser:
- Access and/or security may appear incorrectly if you are using a browser with a lot of cache. This is a system issue, the solution is to open an incognito window within your current browser because no cache is stored when accessing via a private window. The other option is to routinely clear your browser’s cache.
- Workflow issues:
- If your workflow approvers (department approver 1 and approver 2) do not appear to be correct please reach out to me.
- If you are already working with myself or another member of the team, please do not log multiple instances with us.
- Note, there are a few ‘super users’ who have university wide access that may appear in your workflow (such as Karin Haile). Please do not worry that these additional folks appear in your workflow, as long as the applicable approvers for your unit are also listed.
- If you or someone in your area needs access to the system that was not originally accounted for in the workflow documents submitted to the project team, you or they will need to submit a service now ticket to request the access. Required to gain access to the system are HR or Payroll Access Request Forms which can be found here. Note this not a fillable PDF, you must print to complete and gain required signatures and then upload to the service ticket.
- If the access you/they are requesting requires training (core HR Contact or Student Hire) they will not be granted access until they have completed the relevant training.
- Access to Payroll actions are vetted by Payroll Director Karin Haile and access to HR actions are vetted by HR Ops Director Belinda Ogorek.
- Post-go-live Training for HR Contacts:
- The first core HR Contact training session post-go-live is scheduled for April 25th – we have four additional training sessions in May (14th and 30th) and June (11th and 27th). You must register for any of these sessions through the Organizational and Professional Development training website. These training classes are titled ‘HR Contact Training for the HR/Payroll System’. This training is required to gain HR access in the system.
As always, do not hesitate to reach out if you have questions!
Happy Tuesday HR Contacts!
By this point 99% of you have attended the required HR Contact training session for the new HR/Payroll system – the rest of you, hopefully, are slated to attend a make-up session this week! Remember you will not be granted HR access in the new system until you have completed training. Below is information regarding resources and support going forward.
Training Materials and Other Resources:
We are less than one week from go-live of the new HR/Payroll system and I want to remind you of all the wonderful training resources available on the system website. This link takes you to the HR Contact resources page of the website where all of the e-learning training materials (UPKs as we referenced them in training sessions) are located – remember you can ‘see it’ which plays like a movie, ‘try it’ which prompts you to complete the actions, or ‘print it’ which creates an overview style PDF you can save or print. Also located on the HR Contact resources page are all of the beneficial handouts from our training sessions, and the additional pay calculator in an excel format so you can save it to your computer!
As has been noted in training sessions, individuals with HR roles (Department HR Contact, College/Division HR Contact, or Campus HR Contact) will have access to pull queries in the new system. Two documents are available: a listing of queries available to those with Department HR access, and a listing of queries available to those with College/Division and Campus HR access. (Remember this is your security access role). Explore these queries to get a feel for the data presented!
In terms of post-go-live support for your HR Contact responsibilities, I am here and ready to help you be successful in the new system! In addition, each of you have been assigned an on-site training resource based on your area. To view the listing of support trainers for HR Contacts please visit the Trainers page of the system website.
The Project Team is hosting ‘Ready Rooms’ for all initiator based actions where you can bring your work and receive hands on assistance. You must reserve a session day/time by completing a registration. Links to each individual session can be found here. Remember that the Division of Human Resources has limited what actions will be accepted for the 4/15 payroll, visit this page for more details.
On or shortly after go-live be sure to visit Employee Self Service to validate all of your information converted properly into the new system. Specifically review: direct deposit information, emergency contacts, home address, phone numbers, voluntary self-identification tabs (ethnic groups, disability status, and veteran status), and education information. There are training materials to illustrate how to update all of the above listed information.
How to Log-In to the New System:
The log-in link for the new system will live on several USC websites. On 4/1 the system website homepage will have a link to log-in to the new system. In addition the HR, Payroll, and Controller’s websites will also have links to log-in. CAS multifactor authentication is part of the log-in for this system.
Remember – we are all in this together!
Do not hesitate to reach out if you have any questions.