Human Resources/Payroll Functionalities

Q:GENERAL - Will there be automatic notifications for completion of tasks?

A:Once data is entered into SCEIS, notification is triggered real-time and sent to the appropriate person's (e.g., manager or supervisor) Universal Worklist to remind them of a needed action.

Q:GENERAL - What impact will the integrated system have on the current checks and balances between HR and payroll when processing actions?

A:SCEIS is "role based," which allows for the separation of duties and approvals. For example, there is an "HR Processor Role" and a "Payroll Processor Role." Each role has the authority to approve actions or enter certain information, and each agency determines assigned roles.

Q:GENERAL - If someone changes a record, can SCEIS identify who made the change?

A:The ability to audit information is available and will be determined for each area of Personnel Administration, Time Management, Payroll, Organizational Management, MySCEmployee, Benefit Administration and Travel Management.

Q:GENERAL - When entering a new employee’s information into SCEIS how should the name be entered? Should I enter an employee’s name as it appears on the Social Security card or may I enter the name the employee uses in the workplace? What happens if an employee's name changes?

A:Employers are required to report and file Form W-2 for wages paid to each employee from whom income, Social Security, or Medicare tax is withheld. The information included on the W-2 form provides information to employees, the Social Security Administration (SSA), the Internal Revenue Service (IRS), and state and local governments. The IRS uses Social Security numbers (SSNs) to check the payments that employers report against the amounts shown on the employees’ tax returns. The SSA uses SSNs to record employees’ earnings for future social security and Medicare benefits. The IRS instructions for completing W2 information for employees require employers to enter the name of the employee as shown on the employee’s social security card (first, middle initial, last). The IRS offers further instruction to the employer when an employee’s name changes by advising employers to use the name on the original card until the employee obtains a corrected card from any SSA office.

Because SCEIS in an integrated system, with the implementation of the HR/Payroll modules, employee names should be entered and maintained in SCEIS as they appear on the employees’ Social Security card to prevent errors when year-end tax reporting is performed in the Payroll module.

Q:GENERAL - Will an agency have the same information stored on the miscellaneous field in HRIS?

A:The system does not have a miscellaneous field feature, but has text capabilities on various infotypes. Agencies may use the text fields to store information, but they cannot report on the data. The miscellaneous items that can be configured and/or captured in the system have been identified. Otherwise, the agencies will have to use the text fields as mentioned. The HR team has tried to accommodate as many of the ways agencies are currently using miscellaneous fields in HRIS.

Q:GENERAL - Employees are concerned about confidentiality of their records. Are social security numbers used to identify employee records in SCEIS?

A:When an employee's information is entered into the system for the first time, a personnel number is generated to identify the employee's record. This personnel number is used to process information in the system and will be the identifying number displayed on the screen. However, the employee's social security number is gathered and entered into the system as part of the personnel file, report information to social security administration and to generate W2/W4 or other tax information, but is not used for HR administrative purposes. The social security number is used for validation purposes by the system since two persons should not have the same social security number. Only users with the appropriate security will be able to view social security numbers in the system.

Q:GENERAL - Will an employee receive a new personnel number if he leaves State employment and then returns to State employment?

A:No. A returning employee with an existing record in the system should not be issued a new personnel number. If the employee's Social Security number is keyed correctly into the system at the time of Rehire, the old personnel number and employee record will be reactivated. If the employee's Social Security number is entered incorrectly, a new personnel number will be generated for this employee which will result in two records in the system.

Q:GENERAL - How will end users be assigned security levels and granted access to information in SCEIS?

A:Security in the HR/Payroll modules in SCEIS is position-based. When employees are hired or change jobs, security will automatically be created or changed based on the job. This is achieved by assigning roles to positions. The process for assigning roles to positions and mapping security to those positions occurs prior to training and prior to go live. This effort is conducted by each agency's HR department.

Q:GENERAL - What is a security role?

A:A security role is a collection of individual transactions that are executed in performing the tasks required for a particular job function. These are usually a collection of individual activities that are routinely performed together.

Q:GENERAL - What is a transaction?

A:A transaction is a series of related steps required to perform a certain task.

Q:GENERAL - What are Infotypes?

A:Infotypes are groupings of related data fields on one screen. They make it easier to view select data in one place.

Q:GENERAL - When an FOIA request is received that includes an inquiry about an employee’s pay, generally the salary information in HRIS is provided (either the range or the base salary depending on the FOIA). Without an integrated HR/Payroll system to provide total compensation, the salary information in HRIS was determined to fulfill the FOIA requirements. Will this continue to be the interpretation in SCEIS?

A:Since SCEIS is an integrated HR/Payroll system, an employee’s total compensation, not just salary, will be available and releasable as provided for under the Freedom of Information Act.

Q:GENERAL - Many documents in HR/Payroll are maintained in paper form and stored in paper-intensive personnel files. How will SCEIS impact this?

A:SCEIS will provide the capability to allow certain documents to be imaged into the system that will attach to the employee’s file, thereby creating an electronic personnel file. The documents that have been approved for imaging are as follows:
  • EIP Benefits Enrollment Form (NOE)
  • Form 1100 SCRS Retirement Enrollment Form
  • Form 1104 SCRS Election of Non-Membership Form
  • Dual Employment Agreement
  • Deduction Form W-4
  • Saving Bond Purchase Form
  • Garnishment Order
  • Form W-8BEN
  • Form 8233 claiming NRA Status
  • Documentation of Expenses Claimed (Receipts)
  • I-9
  • Employment Applications
  • EPMS Documents
  • Required Licensure and Credentialing Documentation

Q:OM - What is Organizational Management (OM)?

A:Organizational Management is a component within the HR module that is used as a tool to maintain in the system a model of the organizational structure for the state of South Carolina. The OM module provides a clear picture of the organization at any point in time: past, present or future.

Q:OM - What is Organizational Management used for in SCEIS?

A:OM is used to manage an agency's organizational structure including divisions and departments along with managing jobs and positions within an agency.

Q:OM - What are objects in Organizational Management?

A:The objects in OM are:
  • Organization unit (O)
  • Job (C)
  • Person (P)
  • Cost center (K)
  • Position (S)
These objects comprise the OM module within SAP and allow management of divisions, departments, jobs, and positions within an agency.

Q:OM - What is an organizational unit?

A:An organizational unit can represent a division, department, section, bureau, county office, or any other unit within an agency's organizational chart. The hierarchical relationships that exist between the organizational units represent the organizational structure of your agency and the state within SCEIS.

Q:OM - What is a job?

A:A job in SCEIS represents the state’s classification system including the class codes and class titles (i.e. AA75 (Administrative Assistant), etc.

Q:OM - Where will class codes and class titles be captured in SCEIS?

A:Class codes and class titles are captured with the job object.

Q:OM - What is a position?

A:Positions in SCEIS are the individual employee assignments. Positions are occupied by employees. In SCEIS, the different types of positions that exist today such as FTE, temporary-grant, time-limited, and temporary will continue to be used. Position types are identified in the Enterprise Structure.

Q:OM - Will an agency's internal titles be captured in SCEIS?

A:The position long-description field is a place for agencies to capture internal titles used for a position.

Q:OM - Will an agency be able to see all of the agency's positions in a particular county?

A:Yes. The county code is one of the fields that is captured for each position.

Q:OM - Will SCEIS allow an agency to see which positions are central office positions within that agency?

A:Yes. A field is available for the purpose of identifying positions that are in the central office within an agency.

Q:OM - Will SCEIS be able to indicate the positions that are exempt from the State Employee Grievance Act?

A:Yes. SCEIS provides a field to indicate whether a position is covered or not covered by the State Employee Grievance Act.

Q:OM - Will the current position number in HRIS be used in SCEIS to track positions?

A:The current position number will not be used to track positions in SCEIS; however, that number will be captured as a reference. SAP will assign a new position number for tracking within the new HR system.

Q:OM - Will the agency be able to track essential positions for hazardous weather purposes?

A:Yes. There is a field for indicating if a position is essential.

Q:OM - Will there be an indicator for positions that require a driver's license?

A:Yes. A field that denotes positions requiring a driver’s license is included.

Q:OM - Will there be an electronic way to request and obtain approval for non-delegated reclassification actions?

A:Yes, requests for reclassification of non-delegated positions are handled through workflow in SCEIS. When a request is approved, the system automatically updates the position information.

Q:OM - Will an agency be able to maintain organizational charts in SCEIS?

A:SCEIS will maintain organizational charts and meet the requirements for org. charts as stated in Section 89.18 of the 2008-2009 Appropriations Act (Organizational Charts) and S.C. Code of Laws 1-1-970.

Q:OM - Will position descriptions be kept electronically in SCEIS?

A:Yes. The position description process is an electronic process and the description itself is maintained in SCEIS.

Q:OM - Will an agency be able to transfer positions and/or divisions/departments within the agency?

A:Initially, the transfer of positions will be a central function.

Q:OM - Will an agency be able to see a report of that agency’s vacant positions and the date since the position became vacant?

A:Yes. Through use of relationships (A008 holder of a position) and dates within the system, an agency will be able to see vacant positions within that agency.

Q:OM - Will an agency be able to change the status of vacant positions?

A:The State will not be using the Vacancy Infotype to mark a position as vacant. Therefore, every unoccupied position will be treated as vacant. The State will not be interfacing with NEOGOV, therefore the current process for generating reports will be performed by the agency in the same manner as it is done today. However, a report will be generated on an annual basis to share employee demographic information with the South Carolina Human Affairs Commission (SHAC) as is done today from HRIS.

Q:OM - Will SCEIS be able to handle a position's split funding?

A:Yes. Split funding of a position is accomplished through the cost distribution infotype in the OM module.

Q:OM - Will an agency continue to be able to capture the Worker’s Compensation code on the classification and each position with SCEIS?

A:Yes, Workers' Compensation Hazard Codes should be determined based on the position and the duties of the position. They will not be tied to the class codes.

Q:OM - How will an agency’s position delegation be affected by SCEIS?

A:An agency’s delegation program will not be affected by SCEIS. Agencies will continue to have their current delegation authority.

Q:OM - Will an agency still be able to balance FTEs in accordance with the State Budget Office?

A:Yes. There is the capability to balance an agency's state, federal, and other FTEs in accordance with the State Budget Office.

Q:OM - Will an agency be able to capture the State Title and an internal title for positions?

A:With SCEIS, it is possible for both agency-specific working title and classification title to be captured for a position.

Q:OM - Will SCEIS allow temporary employees to be "true" supervisors?

A:Yes, temporary employees will be allowed to be identified as "true" supervisors in SCEIS.

Q:PA - What is Personnel Administration (PA)?

A:Personnel Administration is traditionally characterized by numerous individual pieces of information, which must be stored, updated and evaluated for each agency employee.

Q:PA - Will agencies have the ability to track certification or licensure of employees?

A:Yes, SCEIS records and monitors the certificates and licenses attained by employees to fulfill the requirements of their profession, their workplace, or the law.

Q:PA - Agency internal pay structures with internal pay titles and levels within the state's broad pay bands vary. Will the system provide flexibility to reflect each agency's pay plan?

A:The state's classification and compensation plan is considered the item in scope for configuration. However, efforts have been made to provide agencies with the opportunity to store and capture information about their internal pay plans to the extent possible.

Q:PA - Is employee "headcount" data accessible?

A:Yes, this information can be generated through the reporting features.

Q:PA - An agency assigns employee numbers. Can these numbers be maintained in SCEIS?

A:SCEIS generates a Personnel Number for each employee. In addition, efforts have been made to provide space for maintenance of legacy employee numbers in SCEIS as a reference item.

Q:PA - Will an agency be able to identify temporary grant or time limited employees with benefits as opposed to those without benefits?

A:Yes, employees are assigned to Employee Group and Employee Subgroup categories. These assignments will allow you to distinguish these employees based on approved benefits.

Q:PA - Will SCEIS offer the ability to identify equipment or items loaned to employees?

A:The ability to capture "Objects on Loan" is available to store a variety of things such as laptops, assigned animals, vehicles, office equipment, ID badges, radios, boats, parking decals, etc.

Q:PA - Will there be an electronic way to request and obtain approval for non-delegated reclassification actions?

A:Yes, requests for reclassification of non-delegated positions are handled through workflow in SCEIS. When a request is approved, the system automatically updates the position information.

Q:PA - When entering a new employee's information into SCEIS, how should the name be entered -- as it appears on the Social Security card, or may I enter the name the employee uses in the workplace?

A:Because SCEIS is an integrated system, employee names should be entered and maintained in SCEIS as they appear on the employee's Social Security card, to prevent errors when year-end tax reporting is performed in the Payroll module.

Q:PA - What happens if an employee's name changes?

A:The IRS advises the employer to use the name on the original card until the employee obtains a corrected card from any Social Security Administration office.

Q:PA - Will SCEIS mandate a separation of employment for temporary employees?

A:No, SCEIS will not mandate a separation of employment for temporary employees. However, the system will generate a reminder to agencies that the employee will be in the temporary position for 12 months as of a specific date.

Q:PA - If a temporary employee takes a vacation during their year of employment, will SCEIS allow the flexibility to reset the employee's employment period?

A:Yes, the agency may elect to end the temporary employment and allow the vacation to count towards the required break. Then, the agency can rehire the individual if desired.

Q:PA - Compensation Maintainer for ECC/Workflow - How does this role function?

A:The Compensation Maintainer reviews the salary information on actions that require salary adjustments to ensure HR regulatory compliance. Upon their approval or execution of the specific fields or infotypes they will have authority to update or change, the form routes to a “HR Master Data Approver” with the authority to approve HR actions on behalf of the agency. The HR Master Data Approver, of course, should review the action in total for approval and agency policy compliance.

Q:PA - How do the roles of HR Master Data Maintainer and HR Master Data Approver vary?

A:The HR Master Data Maintainer is designed for an agency HR person who is authorized to update data in the system directly, and possibly not through workflow. This role is given update and display access to more of the PA infotypes than, for example, a more specialized role which may only be given access to a few infotypes.

The HR Master Data Approver role is a workflow role that serves as the authority to approve HR actions on behalf of the agency. The HR Master Data Approver, of course, should review the action in total for approval and agency policy compliance.

Q:PA - If an agency does not use the electronic EPMS currently, would they need this role?

A:The EPMS role was designed to allow for agencies that may have select persons who process EPMS information but do not update other HR data. The role can be mapped regardless of whether the agency intends to use the automated EPMS/PD form.

Q:PA - Agencies sometimes do not know that an employee will be going to work for another agency upon separation from employment. Will this be important when SCEIS is implemented?

A:In SCEIS, it will be important to know if a separated employee is going to work with another agency in State government. Determinations of how to process the action correctly and the payout of annual leave will be impacted if this information is not known. Additionally, it is important to note that SCEIS considers the day after the last day worked as the separation date.

Q:PA - Under the SCEIS HR System, will the I-9 Form be scanned and will it include the e-verify check? Also, will each facility be able to load this form with the Administrator being able to view it from another location?

A:The I-9 Form will be scanned by the individual who has been assigned the security role in SCEIS. There is a field in SCEIS that affords agencies the ability to enter the e-Verify confirmation number in an infotype in the Personnel Administration module. Access to see this information is determined by the agency during role-mapping when it is determined who should have the access to view this information.

Q:PA - Agencies vary greatly in how they administer the EPMS program from differing forms to levels of performance and rating scales. How will SCEIS address EPMS?

A:Agencies will continue to have the flexibility to administer the EPMS program as they choose. It is anticipated that at some point in the future SCEIS will offer a combined and standardized EPMS/PD/IDP template for agencies to use if so desired.

Q:PA - Can access be limited in SCEIS so that the liaisons see Display Non-sensitive Data and Display Salary/Pay Grade for their Divisions only?

A:

Yes, access in SCEIS is based on organizational security roles. These security roles grant individuals access to data based on the organizational structure which includes divisions, departments, etc.

Q:PA - Can access be limited in SCEIS so that the liaisons see Social Security Numbers for their Divisions only?

A:

Yes, access to the Social Security Number is based on the user role granted to the employee. These security roles grant individuals access to data based on the organizational structure which includes divisions, departments, etc.

Q:PA - The HR staff needs a report of all salaries within the agency for analysis and projection. Can this information be accessed in the Display function?

A:

The display function will not allow the user to generate reports or make changes to an employee's record. However, various reports will be available to users with employee pay information included. Access to the reports will be dependent on the role assignment given to the user.

Q:PA - In Workflow, how will actions with specific funding requirements flow to ensure correct accounting?

A:

It is anticipated that Workflow for position and/or employee actions with specific funding requirements will route to the role of Agency Funding Approver. Each agency should determine the appropriate persons to receive this role and possibly whether that person may approve for federal funding requirements.

Q:PA - Will supervisors be able to view EPMS ratings of their direct employees?

A:

Yes, if the supervisor has the EPMS Display role, he/she will be able to see the EPMS ratings in SCEIS.

Q:PA - Are suspensions initiated in Personnel Administration or in Time Management?

A:

Suspensions are initiated with the PA Action of Suspension. An absence infotype is included with the action and that places the employee in an unpaid status during the suspension period. The action itself allows the agency to record this disciplinary action as part of the employee's personnel record.

Q:PA - Does SCEIS have a component to facilitate creation of EPMS reviews and plans?

A:

In coordination with the Office of Human Resources, SCEIS has been working towards developing an EPMS form. In addition, agencies will continue to enter EPMS ratings in the system as is currently required.

Q:PA - In regards to making organizational chart changes, please clarify the following roles: Agency Position Control Approver (Workflow), Agency Position Control Maintainer (ECC), and Agency Position Control Maintainer (Workflow).

A:For Workflow, an Approver role is required to finalize position actions. The Agency Position Control Maintainer (ECC) and the Agency Position Control maintainer (Workflow) function similarly in that these are the individuals processing the position actions or changes. The ECC role processes the actions directly in the system; whereas, it is anticipated that the Workflow role would process the actions utilizing an automated form when it is made available. The Nakisa Org Chart Tool was intended for the agency's core HR Office usage to assist with HR Administration and to provide the organizational charts to the Office of Human Resources as required by law. However, an agency has the discretion to provide the role to the appropriate agency staff within the number of licenses made available to the agency.

Q:Time - Will SCEIS allow an employee to use more leave than he has accrued, resulting in a negative leave balance?

A:No, SCEIS does not allow an employee to use leave he has not earned, thereby avoiding negative leave balances.

Q:Time - What happens to an employee's leave balances when he transfers to another agency?

A:Since SCEIS is an integrated system, an employee's annual and sick leave balances will automatically transfer to the new agency with the employee. (A transfer or "Movement Between Agencies" action will initiate Infotype 0416 in SCEIS.   This will enable HR personnel to make sure any quotas as appropriate are paid to the employee.)

Q:Time - Will every state employee be required to have a work schedule in SCEIS?

A:Yes, approved work schedules are an integral part of the SCEIS Time Management component. Therefore, every employee will be required to have a defined work schedule.

Q:Time - In order to earn/receive pay for a holiday in SCEIS, is an employee required to be in pay status the day before, the day after, or both the day before and after a holiday?

A:In SCEIS, employees must be in pay status the day before a holiday in order to earn/receive pay for that holiday.

Q:Time - When an employee takes a leave of absence, will his/her manager receive a reminder notice regarding the reason or length of time the employee is out on leave? Will HR receive a reminder so that they will be apprised of the employee's upcoming return?

A:Yes, reminders are sent to the employee's manager and HR representative before the maximum leave time allotment has been reached, prior to the employee's return.

Q:Time - What will the process be for exempt and non-exempt employees as it relates to time sheets?

A:Exempt employees, unless required to use charge objects, will only record exceptions (i.e. leave, time worked on holiday); while non-exempts will need to record daily working times.

Q:Time - How will I handle the processing of sick leave for an employee who is hired by my agency from a school district or an employee who leaves my agency to work for a school district? Will this remain a manual process?

A:For an employee being hired by an agency from a school district, the Hiring Action Process includes a “Quota Corrections Infotype” with a dropdown subtype “Sick Leave” where leave values would be entered. For an employee who leaves an agency to work in a school district, the Termination Action Process includes a Quota Compensation Infotype with a dropdown subtype “Sick Leave Transfer to School District” where leave values would entered.

Q:Time - Does every employee have to have a specific work schedule? What if work schedules change frequently?

A:Yes, all employees must have a work schedule in SCEIS. If work schedules change frequently, SCEIS allows for substitutions.

Q:Time - Can SCEIS handle more than one workweek per agency?

A:Yes, workweek is assigned at the employee level.

Q:Time - What type of work schedule would a temporary employee have who works as needed on projects?

A:We have added a WRS "TEMP24-7" to used for temporary employees which will cover these types of situations.

Q:Time - Will agencies maintain the flexibility to work law enforcement as needed within a 28 day schedule?

A:Yes, an employee's work schedule drives several things in SCEIS (i.e. Leave Accruals, overtime thresholds, Holiday pay, etc.), but will not prevent an employee from working on any day. Work schedules in SCEIS should not be used as a planning tool.

Q:Time - What employees are required to complete timesheets in SCEIS? How will salaried nonexempt employees be treated?

A:Any employee who is subject to FLSA as it relates to overtime pay will be required to complete a timesheet in SCEIS. This would include salaried non-exempt.

Q:Time - What are recommended time clocks for the time management module?

A:Kronos and Kaba Benzing are recommended time systems.

Q:Time - What information will a Time Administrator have access to if a person was suspended and placed on LWOP?

A:The Time Administrator will only see the LWOP. The HR Leave Administrator is the role that will be mapped for suspension and other leave actions. The concept was intended to provide access to an employee in the agency's main HR office that oversees leave administration due to the sensitive nature of these leave actions.

Q:Time - Terminology varies among agencies in the description of shifts that may be approved for shift differential. What terms will SCEIS use?

A:SCEIS will use the list of shifts in the State Human Resources Regulations to include: evening, night, weekend, rotating, or split shifts.

Q:Time - How will SCEIS determine whether or not an employee is eligible to be paid for a holiday?

A:SCEIS will make the determination of eligibility for holiday pay based on the pay status of the employee on the day before the holiday as prescribed by State Human Regulations 19-708.03 F.

Q:Time - When will an employee's monthly leave accruals be credited in SCEIS?

A:SCEIS automatically credits monthly leave accruals once an employee meets the requirement of being in paid status half of the working days of the month.

Q:Time - How does SCEIS handle a situation where an employee separates from employment with a leave deficit due to advanced sick leave?

A:In SCEIS, the employee's leave record will reflect the sick leave deficit remaining upon separation, and if the employee returns to state employment, the sick leave deficit will need to be satisfied upon reemployment.

Q:Time - Are temporary employees eligible to earn compensatory time in SCEIS?

A:By definition, temporary employees are paid on an hourly basis for work performed and therefore, are not eligible to earn compensatory time. However, temporary employees are eligible to be paid overtime when they work over 40 hours a week (or other thresholds defined by the FLSA).

Q:Time - Will SCEIS allow the option of spreading furlough days for temporary employees?

A:The Office of Human Resources has determined that agencies should not spread the furlough deductions for temporary employees. Therefore, SCEIS will not allow this option.

Q:Time - An agency has a non-exempt employee who works 37.5 hours per week and is on a flexible work schedule of Monday through Wednesday 9.5 hours daily and Thursday 9.0 hours. A holiday falls on Monday and the agency does not want to require the employee to submit additional leave for the 2 hour difference between the holiday accrual earned and the daily work schedule. What options does the agency have?

A:

Two options are available: 

  1. A Time Administrator may perform a shift substitution for Monday indicating the employee is only expected to work that day 7.5 hours and then adds the hours to other days in the week so that the employee can make up the required hours.  This fully documents the expected hours worked in the system for accruals, workers' compensation, tracking hours worked at the time sheet using charge objects, etc. 
  2. Without any intervention, the system will automatically process 7.5 hours of holiday pay.  With the appropriate supervisor approval, the employee would simply make up the time at any other time during the workweek by simply recording the hours worked in the system for the balance of the 30 hours required to meet his/her assigned work schedule.  If the employee fails to meet the minimum hours, a missed time report would be generated by the system in the following work week indicating that either an absence or an attendance is required for that period.

Q:Time - An agency has an exempt employee who works 37.5 hours per week and is on a flexible schedule of Monday through Wednesday 9.5 hours daily and Thursday 9.0 hours. A holiday falls on Monday and the agency does not want to require the employee to submit additional leave for the 2 hour difference between the holiday accrual earned and the daily work schedule.

A:

Two options are available: 

  1. Exempt employees are only required to exception report, so the system without any intervention will automatically process the 7.5 hours holiday pay.  It would be up to the agency's policy to govern how it wishes for its employees to make up the holiday.  The system will not know whether the employee worked the hours or observed the extra hours off. 
  2. For agencies who have a practice/policy that requires their exempt employees to formally track hours worked, a schedule substition would be appropriate.

Q:Time - How does an employee's change from non-exempt to exempt status impact SCEIS?

A:SCEIS will be impacted in several ways. An action will be required to change the employee's status from non-exempt to exempt, and the time management status of the employee should be changed from a "1" to a "9." The regulations and rules regarding hours worked and pay will then apply based on the employee's new exempt status. In addition, other issues that will need to be addressed include compensatory time payment, planned working time, overtime or compensatory time flag, basic pay, etc.

Q:Time - Who is responsible for adding or revising work schedules in SCEIS?

A:Any additional work schedules not already built in SCEIS must be requested through SCEIS to be developed. Once created, an HR Master Data Maintainer or HR Administrator may select or change a work schedule through planned working time for an employee on infotype 0007. A Time Administrator may make a temporary schedule adjustment, also known as a schedule substitution, for those non-permanent schedule exceptions.

Q:Time - An agency has a non-exempt employee who works 37.5 hours per week and is on a flexible work schedule of Monday through Wednesday 9.5 hours daily and Thursday 9.0 hours. A holiday falls on Monday. How are the additional two hours handled?

A:

They can be handled in any of the below three ways:

  1. The employee may take two hours of leave to cover the difference between the holiday accrual earned and the daily work schedule.  (It is important to note here that the system will accept any amount of leave on a holiday for employees who are on a flexible work schedule so the employees must be cautious in entering the correct leave amount.  Originally, the system was configured not to allow leave to be taken on a holiday; however, this change was necessary to facilitate flexible work schedules.)
  2. The Time Administrator may perform a shift substitution for Monday indicating the employee is only expected to work that day 7.5 hours and then record the hours on other days in the week as the employee can make up the required hours.  This fully documents the expected hours worked in the system for accruals, workers' compensation, tracking hours worked on the time sheet using charge objects, etc.
  3. Without any intervention, the system will automatically process 7.5 hours of holiday pay.  With the appropriate supervisor approval, the employee would simply make up the time at any other time during the workweek by recording the hours worked in the system for the balance of the 30 hours required to meet his/her assigned work schedule.  If the employee fails to meet the minimum hours, a missing time report will be generated by the system in the following workweek indicating that either an absence or an attendance is required for that period.

Q:Time - An agency has an exempt employee who works 37.5 hours per week and is on a flexible schedule of Monday through Wednesday 9.5 hours daily and Thursday 9.0 hours. A holiday falls on Monday. How are the additional two hours handled?

A:

They can be handled in any of the below three ways:

  1. The employee may take two hours of leave to cover the difference between the holiday accrual earned and the daily work schedule. (It is important to note here that the system will accept any amount of leave on a holiday for employees who are on a flexible work schedule so the employees must be cautious in entering the correct leave amount.  Originally, the system was configured not to allow leave to be taken on a holiday; however, this change was necessary to facilitate flexible work schedules.) 
  2. Exempt employees are only required to exception report, so the system without any intervention will automatically process the 7.5 hours holiday pay.  It would be up to the agency's policy to govern how it wishes for its employees to make up the holiday.  The system will not know whether the employee worked the hours or observed the extra hours off. 
  3. For agencies that have a practice/policy that requires their exempt employees to formally track hours worked, a shift substitution would be appropriate.

Q:Time - A non-exempt employee who works 40 hours per week on a normal Monday – Friday eight hours a day schedule works for two hours on a Monday holiday. The hours worked are entered into the system. What happens?

A:

The employee will receive two hours of holiday compensatory time in his holiday comp time account and six (6) hours of holiday pay will be sent to payroll to make the employee whole.

 

Q:Time - An exempt employee (40 hours per week) works on a normal Monday – Friday eight hours a day schedule. He works six (6) hours on a Friday holiday. What happens?

A:

In order for the exempt employee to receive the earned holiday compensatory time, the hours worked on the holiday must be entered into the system by the employee or a Time Administrator.  Once the hours are entered into SCEIS, the employee will receive six (6) hours of holiday compensatory time in his holiday comp time account and two (2) hours of holiday pay will be sent to payroll to make the employee whole.

 

Q:Time - A non-exempt employee (40 hours per week) works Tuesday through Saturday eight hours a day. The holiday falls on Monday, which is the employee’s regularly scheduled day off, and the employee does not work that day. What happens?

A:

The employee will receive eight (8) hours of holiday compensatory time in his holiday comp time account.

 

Q:Time - A non-exempt employee (40 hours per week) works Tuesday through Saturday eight hours a day. The holiday falls on Monday, which is the employee’s regularly scheduled day off, and the employee works eight hours that day. The hours worked are entered into the system. What happens?

A:The employee will receive eight hours of holiday compensatory time in his holiday comp time account.  The additional eight hours worked on the holiday will be included with the total hours worked for the workweek, and overtime will be managed accordingly.

Q:Time - A non-exempt employee (37.5 hours per week) works a flexible work schedule (8 hours Monday –Thursday and 5.5 hours on Friday). Friday is a holiday and the employee works 7.5 hours that day. What happens?

A:

The employee will receive 7.5 hours of holiday compensatory time in his holiday comp time account for the hours worked on the holiday.

 

Q:Time - A non-exempt employee (37.5 hours per week) works a flexible work schedule (8 hours Monday –Thursday and 5.5 hours on Friday). Friday is a holiday and the employee is required to work the scheduled 5.5 hours that day. What happens?

A:

The employee will receive 5.5 hours of holiday compensatory time in his holiday comp time account for the hours worked on the holiday.  Two (2) hours of holiday pay for the remainder of the holiday will be sent to payroll along with the hours worked for that day.  In order to give the employee the two hours off due to the flexible work schedule, a Leave Administrator may perform a Quota Correction and award the employee two hours of compensatory time in his/her compensatory time account. If utilized, the agency will need to monitor this process.

 

Q:Time - An exempt employee works a two-week compressed schedule (averages 37.5 hours per week) and is off every other Friday. In week two of his work schedule, Friday is a holiday and his scheduled flex day off. What happens?

A:The employee will receive 7.5 hours of holiday compensatory time which is equal to the number of hours in his average workday.

Q:Time - With the recent change in State Human Resources Regulations, what is the impact of leave without pay on the work day before a holiday?

A:

 

The following chart outlines the impact of leave without pay on the work day before the holiday.

No.

Work Day before Holiday

Observed Holiday

Expected Results

1

Full LWOP

Normal Holiday Observance

No Holiday Pay

2

Full LWOP

Scheduled off day

No Holiday Pay

3

Full LWOP

Worked Full Day

Paid for Hours worked/Holiday Comp

4

Full LWOP

Worked Partial Day

Paid for Hours worked/Holiday Comp

5

Full LWOP

Partial LWOP

Paid for Hours worked/Holiday Comp

6

Worked

Off

Paid Holiday

7

Worked

Worked Full Day

Holiday Comp

8

Worked

Worked Partial Day

Partial Holiday Comp/Partial Holiday Pay

9

Partial LWOP

Normal Holiday Observance

Paid Holiday

10

Partial LWOP

Worked Full Day

Holiday Comp

11

Partial LWOP

Worked Partial Day

Partial Holiday Comp/Partial Holiday Pay

Q:Payroll - What impact will the integrated system have on the current checks and balances between HR and payroll when processing actions?

A:SCEIS is "role based," which allows for the separation of duties and approvals. For example, there is an "HR Processor Role" and a "Payroll Processor Role." Each role has the authority to approve actions or enter certain information, and each agency determines assigned roles.

Q:Payroll - How will dual employment be handled in SCEIS?

A:Dual Employment and employees working in two temporary positions will be handled in SCEIS through a specific Infotype 0554 which was determined to be the best way to handle these employment situations for the State of South Carolina. An employee will have a "primary" agency. If the employee works for another agency, it will be considered the "secondary" agency. The rules and regulations for FTE dual employment situations will remain the same. Temporary employment situations will be handled similarly to FTEs but are not subject to the earnings limitations (except they should not exceed the agency head 95% rule). This process will require coordination between the agencies in that the home agency must key the employee's timesheets from the secondary agency.

Q:Payroll - Dual Employment: Will the administration of Dual Employment be housed at the home agency?

A:Yes, dual employment administration will be housed at the primary agency. This process will require coordination between the agencies to establish the dual employment infotype for processing payment.

Q:Payroll - If an agency is not currently putting interns into HRIS, should it begin doing that now?

A:Yes, since SCEIS is an integrated system, interns must be in temporary positions in order to be paid. Therefore, all agencies should ensure that interns are entered into HRIS prior to conversion, if possible.

Q:Payroll - For Federal grants that pay employee salaries, HR Managers have to manually change their funding codes at the end of the Federal Fiscal year (Sept. 30th) and make new funding code entries on October 1st (First day of the Federal Fiscal Year). How will this operation occur within SCEIS? Will it take place in Finance or Payroll module or a combination of the two?

A:Any changes that would necessitate new grant numbers would be handled on the Finance side as far as creating FI master data is concerned. Any necessary changes to individual position or employee records would be handled on the HR/Payroll side. Thus, it's a combination of the two.

Q:Payroll - For hazardous weather comp time, is it allocated by county of duty or by count of residence?

A:The system has been configured for agencies to be able to determine eligibility based on both county EE's live and/or county EE's work as per regulation. "The declaration may be applicable to all employees in the entire State, or only to those employees who live or work in one geographical region of the State, or a combination of geographical regions."

Q:Payroll - What are the decimal-place allowances for split positions?

A:On IT1018, the percentage field is a six-character field, which includes the decimal point as one character. That leaves five characters for split funded positions. If needed for those positions, you could round out the extra number. For example, 75.4545 percent would be entered as 75.455.

Q:Payroll - Does the program account for compensable time that is not time actually worked, therefore not creating premium overtime pay? For example, a person on a 160-hour, 28-day cycle has a paid holiday in the cycle, but actually works 171 hours as well. In that case total hours would equal (171+8=179), but none of the hours are time-and-a-half.

A:The system calculates any premium pay based on actual hours worked.

Q:Payroll - The special schools pay all teachers the appropriate salary provided by the salary schedule of the school district in which the agency is located. Each year, agencies with certified teachers submit their salary schedule for teachers to OHR for information. How will this pay schedule be handled in SCEIS?

A:The special schools will be able to enter their pay schedule into SCEIS for the unclassified teachers. OHR will have access to this information in SCEIS.

Q:Payroll - Will SCEIS allow temporary employees to be paid a set amount each pay period?

A:All temporary positions (not including temporary grant or time-limited positions) in SCEIS will be classified as non-exempt for FLSA purposes, will be required to submit time worked through ESS or a Time Administrator, and will be paid on an hourly basis.

Q:Payroll - How does voluntary furlough processing work in SCEIS?

A:

When an agency implements a Voluntary Furlough program, employees may enter the absence in Employee Self Service (ESS) directly by selecting the absence type “voluntary furlough” or the agency may elect for a Time Administrator to enter the date the employee observes a voluntary furlough directly in the system.  The absence type “voluntary furlough” is tied to payroll. Therefore, the voluntary furlough absence will be deducted in the pay period in which the absence is recorded.

 

Agencies on the Comptroller General’s payroll with a voluntarily furlough program should not allow employees to observe voluntary furlough days after June 1st because the pay deduction occurs when the employee actually observes a furlough day. If an employee were to voluntarily furlough after June 1st, the reduction in pay would be reflected in the next fiscal year’s budget and not the current fiscal year in which the voluntary furlough was implemented because the voluntary furlough deduction cannot be spread across pay periods. This is important to note since the Time Management module directly impacts and is fully integrated with the Payroll module in SCEIS.

 

Q:Payroll - How does mandatory furlough processing work in SCEIS?

A:

An agency may elect to spread a mandatory furlough reduction in pay over any number of pay periods remaining in the fiscal year using Infotype 15 in SCEIS. A Payroll Administrator will have access to perform the reduction in this payroll Infotype as needed. In SCEIS, observance of the absence for a mandatory furlough will be reflected in the CATS timesheet. Employees may enter the absence in ESS directly by selecting the absence type “mandatory furlough” or the agency may elect for a Time Administrator to enter the date the employee observes a mandatory furlough directly in the system.  The absence type “mandatory furlough” is not tied to payroll so that employees may observe the furlough absence without being deducted twice for the same absence when the furlough reduction is being spread across multiple pay periods. This allows the agency to track the number of hours an employee observes a mandatory furlough towards a total requirement and it allows the agency to spread the reduction taken across multiple pay periods without overcharging the employee when the observance is recorded.

 

In addition, if an agency implements a mandatory furlough and elects to spread the reduction in pay over the balance of the fiscal year, an employee may observe mandatory furlough days from July 1 through June 30th. The actual reduction in the employee’s pay in an agency on the Comptroller General’s payroll can be spread during the pay periods from June 2nd to June 1st.  If an employee separates from the agency during the fiscal year, it is the agency’s responsibility to reconcile any salary reduction with the amount of leave taken for a mandatory furlough.

 

Q:Travel - How will an employee submit requests for travel reimbursements?

A:MySCEmployee, through the travel management module, has the capability for an employee to enter travel requests and reimbursements online. Once an employee enters his travel information, this information is forwarded for approval.

Q:Travel - How do I login to SCEIS to conduct travel related processes?

A:Access to process travel related information may be granted through ESS for employees and MSS for managers.  Agency Accounts Payable or the Comptroller General's Office should use Citrix.

Q:Travel - When will the Travel Module be accessible?

A:The Travel Module is available to "live" agencies for travel beginning on or after January 1, 2010.

Q:Travel - In SCEIS, how do I create a travel request or an expense report?

A:Under the ESS tab in MySCEmployee, select My Travel and Expenses.  A travel request or an expense report may be created from this listing.

Q:Travel - What is the difference between a travel request and an expense report in SCEIS?

A:In SCEIS, creating a travel request is the process to gain prior approval for travel.  Creating an expense report is the process used to ask for reimbursement for travel expenses.

Q:Travel - In SCEIS, when is a travel request mandatory?

A:SCEIS requires a travel request to be completed if a cash advance is being requested.  Otherwise, travel requests are encouraged, but not mandatory unless the employee's agency establishes this as an internal requirement.  Travel requests and supporting documentation also establish a basis for submission of subsequent reimbursement of travel expenses.

Q:Travel - Can I put more than one trip on a travel request?

A:No, it is best to create one travel request per trip.  A travel request automatically assigns a trip number based on the specific dates of travel when the request is made.  The expense reimbursement request then refer to the specific trip number and correspond to the specific dates of the travel request.  The dates in between the start and end dates of the specific request are locked and any other entries during these times are prohibited.

Q:Travel - Can I put more than one trip on an expense reimbursement request/report?

A:It is best to use one expense reimbursement request for each trip.  An expense reimbursement request has start and end dates which contain all dates in between, thereby prohibiting the use of those dates for additional travel requests or reimbursement requests.

Q:Travel - Can the expense report be used to request reimbursement for items other than travel?

A:The travel module is for travel only.  Any other purchases must be submitted to the agency and reimbursed separately from travel.

Q:Travel - Is it required that I break down mileage into trip segments and expenses by day?

A:Yes, the Comptroller Generals' Office requires this expense break down in order to verify miles/expenditures for different trip segments.

Q:Travel - Can I send my expense report/travel request for approval prior to imaging the supporting documents?

A:No, the request is not considered complete until the supporting documents have been attached through imaging.  Once the documents are imaged and attached, the request can be sent for proper review and approval.

Q:Travel - Where do I send travel documents to be imaged?

A:Each agency will designate scanning locations for users.

Q:Travel - How will I be notified that my documents have been imaged?

A:Upon completion of scanning documents for a particular request, you will be notified through email if your agency maintains your email address in SCEIS that you should send the request for approval.  If your agency does not maintain your email address in SCEIS, you will receive notification in the portal login for "Universal WorkList" - Notifications.

Q:Travel - If my travel request or expense report has no documents to be imaged, how do I proceed?

A:If no images are required (primarily because expense reports are for meals or mileage only), use "save and send for approval."  If imaging of documents is required, use "save" and wait for an email or notification that the expense report documents have been imaged and the request should be released for approval.

Q:Travel - When will I receive my travel reimbursement check?

A:After approval by the Comptroller General's Office, the State Treasurer's office should issue the check in a timely manner.

Q:Travel - In Workflow, will a travel request that is submitted for reimbursement of expenses automatically flow to the AP Lead for final approval once an AP Supervisor has given initial approval?

A:

No, the workflow will not automatically go to the AP Lead for approval.  In SCEIS, the Travel request will go to the Accounts Payable inbox where both the AP Supervisor, in the role of AP Approver, and the AP Lead will have access to it. Upon approval by one of these managers, the request will leave the inbox. However, if one of these managers simply views the request, it can then be forwarded to the other manager for approval. It will be important for these managers to discuss how they want their internal process to work prior to go-live.

 

Q:MySCEmployee - What browser should I use to access MySCEmployee?

A:

Always use Internet Explorer to access MySCEmployee. Chrome and Firefox browsers do not work well with MySCEmployee.

 

Q:MySCEmployee - I received the following error when I logged into MySCEmployee using the Mozilla Firefox browser: "Sorry, your browser/program is not supported by Web Dynpro!" How do I correct this?

A:

You can close the Firefox browser, open an Internet Explorer browser, and log in again as normal (IE is supported by MySCEmployee).

Or, if you are more technically inclined, you may follow this procedure to correct the error:
1. Type about:config into the location bar and press enter
2. Accept the warning message that appears, and this will bring up a list of preferences.
3. Right-click somewhere on that page and choose New > String
4. For the preference name enter general.useragent.override
5. For the preference value, use a user agent string from an older version of Firefox such as: Mozilla/5.0 (Windows; U; Windows NT 6.0; en-US; rv:1.9.2.8) Gecko/20100722 Firefox/3.6.8

Q:MySCEmployee - How will an employee log into MySCEmployee?

A:Each active employee will be given a user name and password to access MySCEmployee. When the employee accesses the website, he/she will be asked to enter a user name and password. Upon successfully logging in, he/she will be directed to the MySCEmployee home page and will be able to access Employee Self Service and Manager Self Service, if applicable.

Q:MySCEmployee - Will employees have to enter their information, especially bank information, after go-live?

A:No, an employee's personal information (including name, mailing address, bank information, etc.) will be automatically loaded into the system for them. However, after go live employees are encouraged to log in and review their information to ensure that it is correct.

Q:MySCEmployee - How can an employee who does not have a computer in his work area access MySCEmployee?

A:There are several options if an employee does not have computer access at work. MySCEmployee is accessible from any computer that has an internet connection. Therefore, if the employee has a computer and internet access at home, he/she can assess MySCEmployee from home and make any necessary changes. In addition, managers and human resources departments will have the capability to make changes on behalf of employees. Agencies may also set up computer kiosks to allow employees the opportunity to access their information in a designated location using dedicated computers at their worksite.

Q:MySCEmployee - If an employee does not have computer access, can he give his password to another employee to make changes on his behalf?

A:It is not recommended that an employee share his or her password with other employees. If an employee needs changes made and is not able to access MySCEmployee, the employee's manager and the agency’s human resources office will have capability to make changes on behalf of the employee.

Q:MySCEmployee - Will the employee be able to change his/her name, address, marital status and date of birth using ESS?

A:The employee may view all of this information in MySCEmployee.

The employee will be able to maintain an address for his/her permanent residence as well as a mailing address if the employee has a separate mailing address. The employee will be able to make changes to his/her permanent residence and a separate mailing address in MySCEmployee.

Since changing the other types of information requires additional paperwork and approval from outside organizations, the employee will continue to submit the required paperwork to his/her agency’s human resources office for changes such as name change, date of birth, etc..

Q:MySCEmployee - What other information will the employee be able to view through MySCEmployee?

A:The employee will also be able to search for other state employees in MySCEmployee using the Who's Who area. If an employee needs to find the contact information for another state employee, he will be able to use MySCEmployee to find this information.

Q:MySCEmployee - Will SCEIS allow an employee access to MySCEmployee beyond his or her termination date?

A:Yes, SCEIS will allow an employee to have access to MySCEmployee for 30 days beyond his or her termination date, to allow the employee to update address information. This will prove beneficial to the agency for W-2 delivery requirements.

Q:MySCEmployee - How does the system prevent an employee from changing personal data of another employee?

A:Every employee in a SCEIS agency will be given an unique used ID and password to access the system. The employee will use that log-in to access his/her personal data. Unless the employee has been assigned to a security role in the system by the SCEIS team in conjunction with the agency during role mapping that allows him to view or maintain other employees' information as part of his daily tasks (i.e., HR Administrator, Time Administrator, or in some cases a manager entering information into ESS for employees without access), he will not have access to any employee's personal data besides his own.

Q:MySCEmployee - Will the employee continue to receive a pre-printed pay statement each pay day?

A:For employees paid through direct deposit, a printed pay statement will no longer be distributed to each pay day. Instead, through MySCEmployee, the employee will now have online access to his/her current and past pay statements. Past pay statements will only be available from the date of go-live for the employee's agency.

Q:MySCEmployee - Will the employee be able to change his/her direct deposit information using MySCEmployee?

A:The employee will be able to change the bank information that he/she uses for direct deposit. MySCEmployee provides the option of depositing an employee's check into two different bank accounts.

Q:MySCEmployee - Will an employee able to change his state and federal tax withholdings using MySCEmployee?

A:Yes. An employee will be able to change withholding information such as filing status, number of exemptions, and any additional withholdings.

Q:MySCEmployee - How will a non-exempt employee report working hours each day?

A:A non-exempt employee will be able to enter his/her daily working hours into a timesheet using MySCEmployee. If an employee does not have access to a computer, his/her manager or an individual assigned by the agency to serve as a time administrator will have access to enter the employee's working hours based on the hours that the employee provides. An employee's manager will then approve the employee's working hours.

Q:MySCEmployee - How frequently should non-exempt employees enter their working time into the system?

A:The SCEIS HR/Payroll Project Team recommends that working time be entered on a daily basis.

Q:MySCEmployee - Will an employee be able to submit leave, such as annual leave or sick leave, through MySCEmployee?

A:An employee will be able to request leave through MySCEmployee. In MySCEmployee, the employee will complete a request form which will be forwarded to the employee's supervisor for approval.

Q:MySCEmployee - Will an employee be able to see leave balances, such as the amount of annual and sick leave available?

A:Yes. An employee will be able to view available leave balances such as annual and sick leave, as well as any comp-time the employee may have available in the Quota Overview section of MySCEmployee. Available leave balances will be reflected as of the day before the date the employee accesses the information.

Q:MySCEmployee - Can an employee continue to receive employment and/or salary verifications for applying for loans and other valid reasons from his human resources/payroll office?

A:Yes. An employee will have the capability of requesting employment and salary verifications through MySCEmployee. The employee will have the ability to request that employment and salary verifications be sent by his/her agency's human resources/payroll office via fax or mail.

Q:MySCEmployee - How will an employee submit requests for travel reimbursements in SCEIS?

A:MySCEmployee, through the travel management module, has the capability for an employee to enter travel requests and reimbursements online. Once an employee enters his travel information, this information is forwarded for approval.

Q:MySCEmployee - Will access to the information in the Who's Who search function in MySCEmployee be accessible by the general public or be limited to only state employees?

A:Only state employees will have access to information in MySCEmployee.

Q:MySCEmployee - What employee information will be available in the Who's Who search function?

A:The following employee information will be available under the Who's Who search function in MySCEmployeel:  name, email address, phone number, agency and division/department.

Q:MySCEmployee - Will the Who's Who search function replace the state phone directory?

A:This feature of SCEIS is not intended to entirely replace the state phone directory.

Q:Manager Self Service - What information will a manager/supervisor be able to access through Manager Self Service?

A:All managers/supervisors will have access to view information and print available reports related to their direct subordinates and indirect subordinates. In Manager Self Service, managers/supervisors will be able to view their employees' general data, personal information, salary data, working times and absence days, to name just a few.

In addition, managers/supervisors will have the ability to initiate certain requests through the use of automated forms. Finally, managers/supervisors will use an inbox, similar to their e-mail inbox, to review and approve certain requests (e.g., leave requests from their employees), monitor tasks, and review notifications.

Q:Manager Self Service - What is the Related Activities area of Manager Self Service?

A:This function allows managers to act on behalf of employees who may not have access to a computer or the internet. Managers are able to assist employees with many of the services that are provided in MySCEmployee.

Q:Manager Self Service - How will a manager/supervisor log into Manager Self Service? How do managers/supervisors access Related Activities?

A:A manager will have one username and password, which will allow him/her to access both MySCEmployee and Manager Self Service. Managers log into MySCEmployee with their own user ID and password and are able to view, edit, and change allowable information on behalf of their employees in the Related Activities area of Manager Self Service.

Q:MySCEmployee - Where can employees see that their working time has been approved in MySCEmployee?

A:

To view the status of time approval, employees have two options.

1. They can click the My Working Time link from the MySC Employee overview page and review the messages under the Record Working Time link.  Employees will see messages telling them the date through which their time submission has been approved. 

2. Employees can also click the Record Working Time link and then click the Enter Daily Time tab.  They can input the date they want to view time approval for and then click the Details link.  Employees will then be able to view the status of time that has been submitted for manager approval.  The screen displays the time submission details and messages that inform the employee that the time has been approved or rejected.

 

Q:MySCEmployee - In ESS, is the employee's leave statement based on real time information? Will the leave statement reflect pending requests?

A:Leave Statements are not based on real-time information and do not reflect pending requests. Monthly Leave Statements are available the first of each month for the previous month and initially reflect leave that was approved before the end of the month. A nightly data update will modify Leave Statements anytime an employee requests leave after a month has “closed,” and the approved leave will appear in the Leave Statement for the month in which it was taken.

Q:MySCEmployee - What is the most efficient method to use in approving leave requests in MSS?

A:To approve leave requests most efficiently, go directly to MSS, click on My Team, then on Employee Working Times, then Approve Leave Requests and approve the pending requests. If you select a work item from the Universal Worklist, the entire Approve Leave application will launch. It will show all the pending leave requests for all employees and then each one will have to be processed. It is recommended that the Universal Worklist be used for alerts only.  

Q:MySCEmployee - Will an employee be able to manage his or her voluntary deductions in MySCEmployee?

A:Yes, an employee can create, change or stop a voluntary recurring or one-time deduction in MySCEmployee.

Q:MySCEmployee - Will an employee be able to manage his or her savings bonds in MySCEmployee?

A:

Yes, an employee can create, change or stop a deduction for the purchase of savings bonds in MySCEmployee.

 

Q:MySCEmployee - If an employee does not have enough leave accumulated, will he or she still be able to request leave?

A:No, at the time that an employee requests leave, the requested leave hours must already be in his or her quota (leave) balance.

Q:MySCEmployee - Will the system know when an employee reaches his or her 10-year anniversary to begin accruing annual leave at a higher accrual rate each month?

A:Yes, the system has been configured to meet South Carolina specific policies and procedures.

Q:MySCEmployee - Will an employee be able to change or delete a leave request after it has been submitted or approved?

A:Yes, an employee will be able to either change or delete his or her leave request. An employee can do this whether the leave has been submitted to his/her manager for approval or if the manager has already approved the leave for up to 30 days after the date of the request. After 30 days have passed beyond the requested leave date, the employee can no longer change or delete the leave request.

Q:Manager Self Service - Currently there are reports (many of which are paper based) that must be requested from OHR or other sources that require some time to generate before distribution. What are the reporting capabilities for SCEIS specific to HR/Payroll?

A:SAP provides standard reporting capabilities based upon best business practices. Many of these standard reports are generated on a real-time basis. Agency HR representatives can use SCEIS to pull certain standard reports based on their agency approved security authorization. Managers will also be able to generate certain reports from Manager Self Service for their employees on a real-time basis. In addition, with the use of Business Intelligence (BI), more complex reporting will be available as the project progresses.