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HCM PeopleSoft System

The new HCM PeopleSoft system is a comprehensive system that covers Human Resources, Payroll, Benefits and associated Self-Service for employees and managers.

As of April 1, the  HCM PeopleSoft system is live and available for login at hpm.ps.sc.edu.

Training is required prior to receiving specific associated roles and permissions in the new HCM PeopleSoft system.  Training resources and options for each role are outlined below.

More information:
Human Resources/Payroll Project Main Page
Definitions of HR Related Terms (PDF)
HR Toolbox - HCM PeopleSoft Tips, Memos, Notification
 


CAS HCM SUPPORT TEAM

The College of Arts and Sciences has two designated HCM support contacts for all faculty and staff: 

Meaghan Haxton
CAS Dept of Languages, Literatures and Cultures

email: 
mhaxton@mailbox.sc.edu 
phone: 7-9734

Stephanie Marrs
CAS Office of the Dean
email:  marrss@mailbox.sc.edu
phone: 7-2506

They are available by appointment to provide instructional leadership and end user support for the new system to all College HR contacts, those who hire students, and business managers. 

Questions?  If you have any questions or concerns about the implementation of the new HCM PeopleSoft system, please contact them via the information above.


HCM SYSTEM ASSOCIATED ROLES AND TRAINING

Training is required prior to receiving specific associated roles and permissions in the new HCM PeopleSoft system.  Training resources and options for each role are outlined below.

HCM Role

Required Training

Employees
(Faculty, Staff and Student Employees)

No specific training required.  Online resources and tip sheets are available on the Central HR website:

Employee Self-Service Resources

All employees can access the new self-service system to request an electronic W-2, set up multiple direct deposits, and update personal information. 

Managers, Supervisors

No specific training required.  Online resources and tip sheets are available on the Central HR website:

Manager Self-Service Resources 

Managers can access the new self-service system to see comprehensive information about their direct reports and manage their employee information.    

HR Contacts

 

To receive the associated roles and permissions in this new system, HR Contacts are required to attend a full day of classroom training. 

HR Contact Resources and Training Information

If you are a CAS HR Contact and were unable to attend training on the assigned days, updated schedule and registration information for upcoming training sessions can be found on the HR HCM Training Site.

Business Managers Payroll actions must be initiated using the new Payroll Action Request Form (PARF) below.
Student Hire Representatives

To receive the associated roles and permission in this new system, Student Hire Reps are required to view the pre-recorded Student Hire webinar. 

Student Hire Rep Resources and Training Webinar 

After viewing the webinar, please complete and submit the online  HCM Learning Confirmation Form.

 

Approvers

Chairs, Directors and all others who approve HR transactions are required to view the pre-recorded Approval Workflow webinar.

Approver Resources and Training Webinar.

After viewing the webinar, please complete and submit the online  HCM Learning Confirmation Form.

 


CAS INTERNAL APPROVAL PROCESSES 

CAS Dean's Office email accounts used to process Payroll and HR Actions

Dean's Office
Department

Action / Purpose 

Email Account to use

Budget/Finance

All units: Payroll account changes and payroll journal entries (using Payroll Action Request Form) caspayrl@mailbox.sc.edu

Human Resources

All units:  FTE Classified Staff Actions, CAS Student Hire forms

cashrstf@mailbox.sc.edu

Human Resources

All units:  FTE Faculty and Unclassified Staff Actions, TFAC, Dual Appointments, and Affiliate Appointments

cashrfac@mailbox.sc.edu

Human Resources

Natural Sciences units:  All Non-FTE (RGP, Temp Staff, Time-Limited) Actions

ashrnft1@mailbox.sc.edu

Human Resources

Arts, Humanities, & Social Sciences units:  All Non-FTE (RGP, Temp Staff, Time-Limited) Actions

ashrnft2@mailbox.sc.edu

Human Resources

HR Actions associated with summer instruction and summer ECOM

cashrsum@mailbox.sc.edu

APPROVAL WORKFLOWS FOR SPECIFIC ACTIONS

**Please note:  The standard College approval process for all HR actions is still required before any action can be initiated in the HCM system.**

Additional Pay/Job Change/Status Change Actions 

  1. Unit will submit a request and justification for the applicable action via email using the standard CAS process.  Requests should be submitted to the Dean's Office using the applicable HR email account above.
  2. The College will respond to let the unit know whether the request is approved or denied.
  3. If approved, the HR Contact will initiate the appropriate eform in HCM PeopleSoft, attaching the Dean's Office approval email (PDF format) as supporting documentation.  The HR Contact then submits to next approver (Chair/Director).
  4. Chair/Director approves the transaction in HCM PeopleSoft and submits to the Dean's Office for approval.*
  5. Dean's Office approves and submits to Central HR.  If the information is not accurate, the request recycles back to the initiator with notes in the comments section.
    *Note:  If the Chair/Director is unavailable to approve a transaction, approval should be gained in writing and attached to the initial request along with a note in the comments section.

Internal Dual Hires (External dual hires are still processed in PeopleAdmins

  1. HR contact in the Requesting Unit initiates the action in HCM PeopleSoft and submits to Requesting College for approval.
  2. Requesting College approves and submits to employee’s Home Unit for approval.
  3. Home Chair/Director approves and submits to Home College for approval.
  4. Home College approves and submits to Central HR.

Affiliate Hires

  1. Dept HR Contact has the affiliate fill out the Affiliate Information form (NEW).
  2. .Dept HR Contact initiates the affiliate hire in HCM PeopleSoft, attaching completed Affiliate Information form and submits to next approver (Chair/Director).
  3. Chair/Director approves the transaction in HCM PeopleSoft and submits to the Dean's Office for approval.
  4. Dean's Office approves and submits to Central HR.  If the information is not accurate, the request recycles back to the initiator with notes in the comments section.

Student Hires (now considered to be an HR action)

  1. Department completes the CAS Student Hire Form.
  2. Dept HR contact initiates the student hire in HCM PeopleSoft, attaching the completed Student Hire form, and submits to next approver (Chair/Director).
  3. Chair/Director approves the transaction in HCM PeopleSoft and submits to Central HR.

Payroll Account Changes and Payroll Journal Entries (JE)

Effective immediately, the new Payroll Action Request Form (link) should be used for payroll journal entries to move payroll expenses that have already posted (now known as retro account changes) and to initiate current/future account changes (formerly done on a PBP 4/5).  This process is for all employees – faculty, staff, students, temps, RGPs, etc. The form will need to be approved by the Chair/Director and by the PI if a grant is involved.       

CAS Payroll Action Request Form (PARF) [pdf]
CAS Payroll Action Request Form (PARF) EXAMPLES [pdf]

  1. Department completes the CAS Payroll Action Request Form (PARF) [pdf].
  2. Chair/Director and the PI (if a grant is involved) approve the form and forward to the Dean's Office via  caspayrl@mailbox.sc.edu .
  3. Dean's Office approves the form and initiates the action in PeopleSoft HCM. 

USEFUL LINKS

Human Resources/Payroll Project Main Page
HR Toolbox - HCM PeopleSoft Tips, Memos, Notifications
Student Hire Resources - HCM PeopleSoft Training documents and Webinars

HR Contact Resources ‐ HCM PeopleSoft Training documents and Webinars

IMPORTANT DOCUMENTS

CAS docs:

Central HR docs: (links to main HR site)

 


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