PeopleSoft HCM Terminology Crosswalk and Glossary
HCM = Human Capital Management
How to Select Funding in eForms
When you need to reallocate funding for a specific action or to hire students, follow
these important steps. Important: Do not type in the funding fields on the eForm –
rather, select funding by using the "Select Funding" button.
The HCM PeopleSoft system uses 9 account codes to classify payroll expenses. This 1-page reference lists the new account codes and earnings codes.
An Account Funding Change eForm is used to update or correct payroll accounting for any employee that requires a funding change before the next payroll.
Before submitting:
- Check project begin/end dates and update for new funding years.
- Verify the correct job and Chartstring (Combination Code).
- Follow the Payroll Schedule for Lag Employees—changes are due the day after the previous pay date (e.g., 4/16/24 for the 4/30/24 paycheck).
Submitting on time helps avoid retro changes and keeps your payroll clean and compliant
The below training resources are available:
- Understanding Account Funding and Payroll Retro Funding Changes Recording
- Understanding Account Funding and Payroll Retro Funding Changes Presentation [pdf]
- Using the Account Funding Change eForm Recording
- Using the Account Funding Change eForm Job Aid [pdf]
- How to Select Funding in eForm [pdf]
- Earning Code Reference [pdf]
- Monthly Payroll Account Funding Review Checklist [pdf]
System: PeopleSoft HCM
Contact: payroll@mailbox.sc.edu
The Business Manager role has access to Payroll and HR queries. Please refer to the below document for a list of available queries.
Useful Queries for Business Managers in PeopleSoft HCM [pdf]
An internal reporting tool that provides payroll information by employee, including their pay group, funding chartfield, gross earnings, and the cost of each employee’s benefits to the department.
The below training resources are available:
- Using HCM Distribution in the Finance Intranet Job Aid [pdf]
- Using HCM Distribution in the Finance Intranet Webinar Recording
- Using HCM Distribution in the Finance Intranet Presentation [pdf]
- Earnings Summary Payroll Report Job Aid [pdf]
- To request access, complete the HCM All Access Form and upload to a Service Now
- Be sure to always include Business Officer signature/approval.
- Visit the Operational Management and Reporting page for additional HCM Payroll Distribution information.
Training: Using HCM Distribution in the Finance Intranet
System: Finance Intranet
Contact: controller@sc.edu
Please refer to the below document that outlines all queries available in the Time and Absence WorkCenter for individuals that approve timesheets and absence requests as either manager or TL/ABS approver.
Use this query to identify the security roles users have within your area. When an employee with an approval role in PeopleSoft HCM has a change in job responsibilities, leaves the university for another job opportunity, or retires, it is very important to have a plan in place for new transactions and transactions in route. Using this query can help ensure transactions continue to move through the approval process in a timely manner. This query only returns the Payroll and HR roles listed below.
Report Name: SC_SECURITY_ROLES_USERS_ACTIVE
Selection Criteria: Role Name, Role Description, User, Name, USCID, and/or Email ID.
Data: Data is real time.
Payroll Roles:
- Account Funding Changes: SCHGT_FINANCE_INIT
- Finance Campus/Department Approver 1: SCHGT_WF_FINANCE_DEPT
- View Business Manager Reports: SCHPY_BUS_MANAGERS_QRYRPTS
HR Roles:
- College/Division HR Contact: SCHHR_COL_DIV
- Campus College/Division HR Contact: SCHHR_HR CAMPUS
- Department HR Contact: SCHHR_DEPARTMENT
- Workflow Notifications: SCHGT_WF_COL_DV_HR_ADMIN
- Affiliate Initiator: SCHHR_GT_CWR_ADMINISTRATOR
- HR Campus Department Approver: SCHGT_WF_CAMPUS_DEPT_1 and/or SCHGT_WF_CAMPUS_DEPT_2
- EPAF Initiator: SCHGT_WF_EPAF_INIT, the Affiliate Initiator role is automatically granted with this position.
- Student Initiator: SCHGT_STU_HIRE_INIT
- Student Transactions Approver: SCHGT_WF_STUDENT_CAMP_DEPT
Time and Absence Roles:
- Time/Labor and Absence Management Approver: SCHTL_ABS_APPROVER
- FLMA Leave Administrator: SCHBN_Leave Administrator