frequently asked questions

Since the leave showing on the timesheet is in arrears, check the date the leave is reported through. This is printed as Last Date Leave Taken on the time sheet. Any additional leave taken after this date should be deducted from this printed amount to get an accurate amount of leave used. The Leave Accrued Through date shows the last month leave earned was posted. For additional clarification contact Human Resources.

2) Am I paid for my sick and annual (vacation) leave if I resign my job?

Employees are paid for up to 360 hours of unused annual leave upon leaving employment, but are not paid for sick leave. Annual leave payoffs are usually received on the payday following the last regular paycheck. Grant funded employees with benefits may not be entitled to payment of unused annual leave.

3) When can I start using my sick and annual leave?

Leave may be used in the month following the first month of earned leave. Check with Human Resources if you are not sure this is leave available to use.

4) What do I do if I want to use leave and have run out?

Call Human Resources if you run out leave. You may not have the correct balance. for time off without paid leave the time sheet should be coded for Leave Without Pay. Your pay check will be adjusted based on the hours not in a pay status.

Dual/Temporary/Adjunct Employment

1. As a temporary employee (regular temporary or Adjunct faculty) when will I get my first paycheck?

a) There are several factors in regards to determining payment for the Adjuncts:

1. Does the appointment constitute dual employment?

2. Has all paperwork been completed and/or contract signed in time for the upcoming payroll?

3. Does this date fall before the drop/add dates of classes for the appropriate semester?

If any of these are a factor prior to the first established payment for the Adjunct there could be a delay in the payment process. If none of these are a factor for the adjuncts then payment will begin as expected after the drop/add date, per the payroll schedule for the HR department.

b. Temporary employees are paid based on their hours worked and recorded from their time sheets submitted to payroll. Factors 1 & 2 from the Adjuncts payment also play a part in how a temporary employee is paid. Once all paperwork has been completed and the employee receives their timesheets, these timesheets need to be submitted to payroll in order for the employee to be paid. This also applies to employees who are dually employed, with the exception that the approved dual employment request must be received before this process begins.

c. If you are an Adjunct your payment will begin on the following payday after your approved dual employment request has been received from your home agency to the secondary agency.

d. Payroll for all employees is received on the 15th and the end of each month.

2. Can I sign up for Direct Deposit for my paychecks?

All employees of the College of Charleston are eligible to participate in direct deposit.

3. Since I just started as a temporary employee (non-faculty), is my first paycheck held back and will I receive it after I quit or my employment ends?

All payments due the employees are paid at the earliest possible convenience on the payroll cycle as an adjustment in their regular payroll once they start receiving a paycheck.

4. My supervisor asked me to work on the weekend, is this considered overtime for me?

Overtime is defined as all hours worked in excess of 40-hours within a seven consecutive day work period, which begins at 12:01 a.m. on Sunday, and ends at 12:00 midnight on Saturday. The Fair Labor Standards Act (FLSA) provides that employees in non-exempt positions be paid overtime at a premium rate of 1.5 times their hourly rate or granted compensatory time (permanent employees) at a rate of 1.5 hours for each hour of overtime worked.

5. My supervisor wants to give me a raise, how do I get a raise as a temporary employee (non-faculty)?

A new temporary appointment should be submitted with the effective date that the new salary should take effect.

6. My temporary appointment expired; does this mean my job has ended?

Your employment is based upon the needs of the hiring department and if services are no longer needed employment will end

However, if the department is continuing your employment a new appointment should be submitted as soon as possible, so that there is no break in service.

7. If I wanted to apply for another job on campus, can I do so and do I need to complete another application?

Any employee can apply for other positions available on campus. At the time of hire all employees (except faculty) completed a CofC application, so an additional one is not required. However, an addendum application is completed to apply for another position on campus.

8. I work at another state agency but I have no benefits, is this considered dual employment?

No, if you are working at another agency in a temporary position, whether it’s as a temporary staff or Adjunct, you are not considered to be dually employed. Only persons holding a classified (FTE) position at any SC state agency (except for public Schools) are considered to be dual employment. Please contact the Human Resources office for further information if needed.

9. I worked at the College of Charleston before; do I have to complete paperwork all over again?

a. If there was no break in your service as an employee (temporary or Adjunct) to the College, new paperwork will not have to be completed.

b. However, if there was a break in service, you will have to complete new paperwork in order to update your files.

c. If you have made any changes in your life such as a move or marriage, etc., you should notify the HR department so that these changes can be made to your records, even if you did not have a break in service.

10. Can I participate in the retirement system as a Temporary employee?

(Check HR Benefits policies on participation)

11. I am enrolled with the SCRS (SC Retirement System) at another agency, but I am only temporary do I have to participate as an employee of the College of Charleston also?

Yes, as a member of the SCRS you are required to participate in the retirement system at the secondary agency also.

Employee Performance Management System

1. What is the purpose of the Employee Performance Management System?

To provide an accurate and objective method to evaluate employees;

To improve the work performance of employees in order to enhance efficiency and productivity ;

To assist management in assigning work and delegating responsibilities based on a mutual understanding of the employee’s skills and abilities;

To encourage continued growth and development of all employees; and

To provide documentation to support recommendations for salary increases, promotions, transfers, demotions and dismissals.

2. Does everyone get reviewed?

All permanent employees shall be given an annual appraisal.

3. Who is the person responsible for rating my performance?

All performance appraisals shall be made by the employee’s supervisor who has first-hand experience or knowledge of the work being performed;

The appraisal is then reviewed by the next higher level supervisor, unless the appraiser is the agency head;

This review takes place before the performance evaluation is discussed with the employee.

4. How does this process begin?

When an employee begins a new position, the supervisor should explain the Performance Evaluation and their expectations for each trait and characteristic. Using the position description as a guide, a plan should be made for Job Duties, and Goals.

5. Will my ongoing performance be discussed?

The employee’s supervisor should continue to provide performance feedback to the employee throughout the review period.

6. Are there various performance levels?

All employees shall be rated on the following levels of performance:

Exceptional: Performance that is characterized by exemplary accomplishments throughout the rating period; performance that is considerably and consistently above the criteria of the job duty or trait/characteristic.

Superior: Performance that is above the criteria of the job duty or trait/characteristic throughout the rating period.

Satisfactory Performance: Performance that meets the criteria of the job duty or trait/characteristic.

Needs Improvement: Performance that meets the criteria of the job duty or trait/characteristic but improvement is necessary.

Unsatisfactory: Performance that fails to meet the criteria of the job duty or trait/characteristic. An Unsatisfactory rating requires explanation. A specific plan of action must be developed to bring employee up to standard. If the total evaluation is Unsatisfactory, a Notice of Unsatisfactory Performance must be completed and discussed with Human Resources.

Non-Applicable: In some cases the trait or characteristic may not be relevant to the position should be rated Non-Applicable

7. Will I be given notice if my supervisor feels that my performance is substandard?

If an employee is not performing satisfactorily during their probationary period, the employee shall be terminated before becoming a covered employee.

Until an employee has completed the probationary period and has a meets performance requirements or higher overall rating on their evaluation, the employee has no grievance rights under the State Employee Grievance Procedure Act. This means that the agency is not required to follow the “Substandard Performance Process” to terminate a probationary employee.

Once the employee has completed the probationary period and has a meets performance requirements or higher overall rating on their evaluation, supervisors should provide the employee with a written warning notice of substandard performance at least 30 calendar days prior to that employee receiving a Below Performance Requirements rating.

An official warning notice shall be in writing addressed to the employee and labeled as a warning notice of substandard performance. This notice shall also specify the deficiencies in the employees performance and ways of improving performance. A time period for improving will be specified along with the possible consequences if no improvement is shown. This warning notice is signed by the supervisor and the employee.

During the warning period, the employee and the supervisor shall have regularly scheduled meetings during which they shall discuss the employee’s progress.

These meetings shall be documented and included in the employee’s official personnel file.

8. What happens if my supervisor does not complete a performance evaluation during my review period?

If an employee does not receive a performance appraisal prior to their performance review date the employee will receive a "Meets Performance Requirements”by default.../Policies and Forms/EPMS/model policy.htm#probationary

9. Do I receive a copy of my Employee Performance Evaluation document?

Employees may request a copy of their Evaluation at the time they sign this document or a copy may be obtained from their personnel file in Human Resources.

10. Who do I contact to get more information?

Susan Atwood
Personnel Assistant
953-5988
atwoods@cofc.edu

Employment

1. How do I find out the status of my application?The Human Resources web site lists the status of all vacancies or you may contact:

Sherri Shannon, Employment Specialist
(843) 953-1455
shannons@cofc.edu

2. Should I complete the entire application?

You must complete the entire application and provide all requested information, including all employers (past and present), telephone numbers, dates of employment, reasons for leaving, salary information and complete addresses.

3. What does "Closing date" mean?

When a job posting indicates that there is a closing date, it means that Human Resources has set a final deadline for applications. Applications received after that deadline are not processed.

4. How do I apply for multiple positions?

You must submit a separate application for each position. Copies of an application form, with an original signature and date are accepted. Our on-line application allows you to retrieve and submit your application for multiple jobs.

5. Do I have to apply for a specific position?

You must apply for a position that is currently open. Your application will not be processed if submitted for a closed vacancy.

6. What form should current employees submit to apply for positions?

Current employee's should submit an addendum form which can be obtained in the Human Resources Office or on-line.

7. How do I apply for a temporary/part-time position?

Temporary/part-time positions may be applied for by submitting an application.

8. May I submit a resume?

Resumes may be submitted along with the application. Our on-line application process allows you to paste your resume into the application and send it directly.

9. Once my application is submitted, how long will it be before the screening process is completed?

Each hiring department has its own distinct time-line for filling a particular recruitment and conducts its screening accordingly. Some searches last several weeks while others may take several months.

If you are selected for an interviews, Human Resources will contact you to arrange the interview. If you do not hear from Human Resources, you may assume that other candidates were selected for an interview.

You may wish to check our web site for the recruitment status of the position(s) for which you applied. This web page is updated on a weekly basis.

10. May I submit my application by fax?

Applications are accepted by fax (843) 953-5986.

11. Where is Human Resources located?

Click here

12.How do I apply for an academic position?

Click here

Pay

1. When do I get paid?

Paydays are twice a month, on the 15th and the last working day of the month for all employees. If payday falls on a weekend or holiday, the paychecks are available the last working day before the weekend or holiday. Students' paychecks are available on designated paydays. All checks are ready for pick-up in the Payroll office from 8:00 a. to 4:00 pm.

2. What is FICA on my pay stub?

Federal Insurance Contributions Act, also known as social security tax.

3. What is MQFE on my pay stub?

Medicare Qualified Federal Employee tax, Medicare portion of FICA

4. What is OTHER DEDUCTIONS on my pay stub?

Other deductions include any active deductions that are not itemized in the (description) column, along with any deductions that are no longer active for the calendar year.

5. What is the Cougar Trail?

The Cougar Trail is the employee self-service system and is available to all staff and faculty. Cougar Trail is used for updating personal information, such as addresses and emergency information. The Cougar Alert system is also located under personal info. It is our alert system in the event of a campus emergency so it is extremely important that your contact information is up to date. Cougar Trail is also used for payroll issues, such as time and leave input. You may view your paystub and leave balances. If you have a problem accessing Cougar Trail, please contact IT Help-Desk at

6. What is the explanation for the codes on my paycheck?

(please click for all codes - code glossary)

7. What is “Direct Deposit”?

Direct Deposit is a system which permits money to be transferred from one point to another without the use of paper checks. The system makes it possible for the Payroll Department to deposit an employee’s net pay directly into his/her checking and/or savings account every pay period.

It is important to note that all information regarding your check "stub" is on the Cougar Trail. You will not receive a paper "stub".

8. May I have my payroll check directly deposited into any bank?

Your financial institution must be a member of the Automated Clearing House (ACH). Most banks, some savings and loan companies, and some credit unions are members.

9. How do I sign up for Direct Deposit?

You must complete the “Authorization Agreement for Automatic Deposits” form, attach a voided check, and return to Human Resources. Your MUST contact your financial institution to verify routing/account numbers.

10. When will the direct deposit be effective?

It will take two pay periods after HR receives your completed form before the DD goes into effect. Once you have turned in your form, be certain to check your pay envelope. In the meantime, your check will continue to come directly to you on payday.

11. What options are available within the Direct Deposit system?

a) You may choose to have direct deposit in one checking or savings account.

b) You may choose to have direct deposit in a combination of one or two checking/savings accounts. NOTE: You cannot exceed a total of two accounts. If you choose two accounts you must specify how much is to be deposited into ACCOUNT 2; and the remainder of your net pay will be deposited into ACCOUNT 1.

12. May I have part of my paycheck deposited into one or two accounts and the rest delivered to me?

No. If you choose the direct deposit option, all of your net pay will be deposited.

13. May I vary the amount of money deposited into checking and savings accounts from one paycheck to another?

No. If you authorize a split direct deposit, the portion deposited into ACCOUNT 2 will be a fixed amount and the remainder of your net pay will be deposited into ACCOUNT 1 until such time that you change your authorization form. NOTE: When you change your authorization form, your direct deposit(s) may be interrupted for two pay periods while the change is being processed. You will receive a check rather than a direct deposit stub for these pay periods.

14. After I complete the “Authorization Agreement for Automatic Deposit” form, will my next paycheck be directly deposited into my account?

No. It will take two pay periods after Human Resources receives your completed form for the direct deposit to go into effect. In the meantime, your checks will continue to come directly to you on payday. Be sure to open your pay envelope to be certain a check is enclosed.

15. May I have my direct deposit accounts in different banks?

Yes. Your accounts can be in the same or different Financial Institutions, but both Institutions must be
member of the Automated Clearing House. (ACH)

16. What days will my net pay be deposited?

Your net pay will be deposited into your account on the 15th and the last working day of each month.

17. How will I know how much money has been deposited?

On the bottom right side of your pay stub is a box labeled “Bank Deposits”. The amount shown here will reflect the amount deposited into your account(s).

18. After I become a participant, may I change or cancel my authorization?

Yes. You must submit a new authorization agreement each time you make a change to account numbers, an account, and/or cancel your account(s). Your deposits(s) will be interrupted for two pay periods while the change is being processed. You will receive a check rather than a direct deposit stub during the
processing period.

19. What are the advantages of participating in the direct deposit program?

There are several benefits:

a) You avoid the possibility of having your check stolen;
b) You avoid bank lines;
c) You do not have to wait for your paycheck to come in the mail;
d) The money goes into your account on payday, even if you are out of town or unable to go to your bank for other reasons.

Workers' Compensation

1. Do I need to report an injury at work if I do not need medical care?

Yes, all work related injuries, no matter how minor, must be reported right away. A first report of injury and illness form must be completed by the workers' compensation coordinator to document all injuries.

2. Are all College employees covered by Workers' Compensation?

All college employees are paid through the college of charleston payroll system are covered by workers' compensation. This includes faculty, staff, adjunct, temporary, and student employees.

3. What do I do if I am injured at work and how do I get medical treatment?

click here

4. What do I do if medical bills are sent to me for an injury I had at work?

Take the bills to the Workers' Compensation Coordinator in Human Resources. The Coordinator will contact the medical provider and make sure that they bill the state accident fund in the future. In addition, the Coordinator will forward the bill you received in error to the state accident fund for payment.

5. How do I get paid and do I have to use my leave when I am out of work recovering from an injury at work?

click here

6. What is a Workers' Compensation Hearing?

click here

7. I was injured at work and I need to get a prescription filled. What do I do?

Contact the Workers' Compensation Coordinator so that the prescription can be authorized and billed to the state accident fund. All pharmacies will not bill the state accident fund so make sure that you contact the Workers' Compensation Coordinator before dropping off your prescription.

Separation/Resignation

1. How should I notify my supervisor that I am resigning?

Provide a written letter of resignation to your supervisor and send a copy to Human Resources.

2. What should the letter say?

Include your reason for leaving and the date of your last day of work. It is professional courtesy to give at least two (2) weeks notice of your last day of work. If you are moving, please provide a forwarding address so that we can forward your W-2 for in January.

3. What should I do next?

Make an appointment with Andria Stevens in HR to have a Benefits Exit Interview.

4. What happens at the Exit Interview?

You will be advised of your rights regarding retirement plan funds' distribution and health insurance conversion. You should turn in your College ID card to Andria Stevens. We will also ask you to complete an Exit Interview Survey. The Exit Interview Survey is for statistical and research purposes only. The survey is confidential and is not included in your permanent personnel file. Nothing you write will be discussed with your department unless you give us permission to do so.

5. What should I do on my last day?

On your last day of employment you should return your keys, parking pass/card and any other College of Charleston Property. Be sure your last time sheet is completed, signed and if possible faxed to Andria Stevens in HR. This is needed for leave payoff information.