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Division of Human Resources

HR Toolbox

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

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Tools and Resources

Forms

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

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

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

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

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

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

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

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

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

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

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

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

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

Centers for Disease Control - Measles FAQ

Centers for Disease Control - Vaccinations

S.C. Department of Health and Environmental Control

Student Health Services

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

  • Reduction in Force (RIF)
  • Retirement Incentive Program (RIP)
  • Voluntary Separation Program (VSP)
  • Furlough (mandatory and voluntary)
  • Employee Assistance Program (EAP) – A practical and confidential resource for permanent employees and their dependents. The EAP provides many different types of assistance such as counseling, legal assistance, financial and health and wellness services.
  • Grievances – There are laws, regulations, policies and procedures in place to provide covered employees an opportunity to challenge specific unfavorable employment actions they believe were issued inconsistently, improperly or not in accordance with University policy.
  • Integrity Line – If talking with your supervisor or other administrator is not an option in dealing with a workplace concern, the USC Integrity Line is an anonymous reporting system, administered by an independent third-party provider, Lighthouse Services, Inc., to report your concerns about questionable or unethical behavior. 
  • Academic Position Request Form [pdf] – This form is applicable to the Columbia campus only. If this request places your college over their FTE baseline, the department's FTE Baseline Increase form must also be attached when sending to the Provost Office.  

U.S. Citizenship and Immigration Services (USCIS)

University of South Carolina

  • Academic Position Request Form [pdf] – This form is applicable to the Columbia campus only. If this request places your college over their FTE baseline, the Request for FTE Baseline Increase form must also be attached when sending to the Provost Office.  
  • Applicant Review Template [pdf] – This should be used to compare the candidates against set criteria to determine who to interview. The hiring manager should develop a job specific template prior to reviewing applications. A sample review template [pdf] may help you get started.
  • Attestation of Hiring Process Form [pdf] – Once a candidate has been selected, the hiring manager must certify that they meet the minimum requirements and that there are no conflicting relationships. Upload this form into PeopleAdmin. 
  • Basic Guidelines for Screening Applicants [pdf] – Hiring managers should follow these guidelines to ensure each application is reviewed carefully and that those chosen to be interviewed meet the minimum requirements for the job. 
  • Justification Form [pdf] – Consider crafting a memo or completing this justification form to present to the department head or manager for approval to hire the selected candidate. 
  • Rating Guide [pdf] – After constructing a good set of job-related questions for your interview, you should also produce a rating guide to help score each applicant you interview. 
  • Reference Check [pdf] – Use this form to help conduct a thorough reference check on your top candidate for the job. 

               Laboratory Technologist
               Post Doctoral Fellow
               Research Assistant Professor
               Research Associate

  • Access/Removal Request to Human Resource Systems [pdf] – Complete this form to request or remove access to the following HR Systems:
    • PeopleAdmin/USC Jobs
    • HR Drop Box
    • HR Intranet
    • I-9/E-Verify
    • Background Check
    • Drug Screening
    • Tracking Log Notifications and Payroll Actions Report
    • Other HR Systems
  • PeopleSoft HCM All Access Form [pdf] – Submit a ticket through the Service Now Portal and attach this form to request or remove access for the following roles in PeopleSoft HCM:
    • HR Roles
    • Payroll /Business Manager Roles
    • Finance Roles
    • Time/Labor and Absence Management Approval Roles
 

Required Workplace Posters

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

Federal Workplace Posters

State Workplace Posters

Optional Workplace Posters

Payroll Deadlines, Forms and Requirements

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

2025 Pay Period Ending Deadline (Submit to HR by Noon on) 
September 30 Friday, September 5
October 15 Monday, September 22
October 31 Wednesday, October 8
November 15 Wednesday, October 22
November 30 Monday, November 3
December 15 Monday, November 17
December 31 Wednesday, November 26
2026 Pay Period Ending Deadline (Submit to HR by Noon on) 
January 15, 2026 Tuesday, December 9, 2025
January 31 Thursday, January 8, 2026
February 15 Tuesday, January 20
February 28 Tuesday, February 3
March 15 Thursday, February 19
March 31 Friday, March 6
April 15 Friday, March 20
April 30 Tuesday, April 7
May 15 Tuesday, April 21
May 31 Wednesday, May 6
June 15 Thursday, May 21
June 30 Friday, June 5
July 15 Friday, June 19
July 31 Wednesday, July 8
August 15 Tuesday, July 21
August 31 Wednesday, August 5
September 15 Wednesday, August 19
September 30 Friday, September 4
October 15 Tuesday, September 22
October 31 Thursday, October 8
November 15 Thursday, October 22
November 30 Tuesday, November 3
December 15 Tuesday, November 17
December 31 Wednesday, November 25

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


Absence Approval Deadlines

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

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

2025 Absence Processing Period

Absence Approval Deadlines
(All requests must be submitted
and approved by 5:00 p.m.)
September 16 – September 30 Wednesday, September 17
October 1 – October 15 Thursday, October 2
October 16 – October 31 Monday, October 20
November 1 – November 15 Monday, November 3
November 16 – November 30 Thursday, November 13
December 1 – December 15 Tuesday, December 2
December 16 – December 31, 2025 Tuesday, December 9
2026 Absence Processing Period

Absence Approval Deadlines
(All requests must be submitted
and approved by 5:00 p.m.)
January 1 – January 15, 2026 Friday, January 2
January 16 – January 31 Friday, January 16
February 1 – February 15 Monday, February 2
February 16 – February 28 Monday, February 16
March 1 – March 15 Monday, March 2
March 16 – March 31 Wednesday, March 18
April 1 – April 15 Thursday, April 2
April 16 – April 30 Friday, April 17
May 1 – May 15 Monday, May 4
May 16 – May 31 Friday, May 15
June 1 – June 15 Tuesday, June 2
June 16 – June 30 Wednesday, June 17
July 1 – July 15 Wednesday, July 1
July 16 – July 31 Monday, July 20
August 1 – August 15 Monday, August 3
August 16 – August 31 Tuesday, August 18
September 1 – September 15 Tuesday, September 1
September 16 – September 30 Thursday, September 17
October 1 – October 15 Friday, October 2
October 16 – October 31 Monday, October 19
November 1 – November 15 Monday, November 2
November 16 – November 30 Friday, November 13
December 1 – December 15 Wednesday, December 2
December 16 – December 31, 2026 Wednesday, December 9

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