Human Resources

HR Announcements

Policy Update - Reduction in Force Policy

On March 8, 2018, the state of South Carolina approved Clemson’s revised Reduction in Force Policy. The policy goes into effect March 12, 2018.

The Reduction in Force Policy was updated to reflect recent changes in the Staff Performance Management Policy (effective March 1, 2018). The definition of “covered employee” and the retention points scale now reflect the new standards established by the Staff Performance Management Policy.

To view the updated policy, please see the Office of Human Resources’ Policies and Procedures Manual.

 If you have any questions about the changes, please contact the Office of Human Resources at ASK-HR / 864-656-2000.

2017 IRS Form 1095-C is Now Available

In compliance with Affordable Care Act reporting requirements, the Office of Human Resources (OHR) provides a Form 1095-C to all employees who were eligible to participate in state health insurance through Clemson University at any time in 2017 (regardless of whether they chose to enroll or not). Clemson University is also required to provide a copy of individual forms to the IRS. The 1095-C contains important information about each eligible employee’s medical coverage and their dependents’ medical coverage offered through Clemson University. While the form may assist in tax preparation, the Form 1095-C is not required for filing.

Accessing Your Form 1095-C

  • Print out an online version from the HR Self-Service portal.
  1. Click here to access the HR Self-Service portal.
  2. Log in using your university credentials.
  3. Authenticate with DUO.
  4. Navigate through Self Service to ‘Benefits’ and ‘View 1095-C’.
  • o Your HR-PIN is required to access your form.
  • o If you did not consent to receive an online version of the form, a mailed copy will be delivered to your home address by the U.S. Postal Service.

 

To learn more, click here. For detailed information or to learn how the new tax form impacts you, please visit www.IRS.gov or contact a tax advisor.

If you do not receive your Form 1095-C by March 15, 2018, or you believe the copy you received reflects incorrect information, contact OHR (Ask-HR/864-656-2000).

Staff Performance Management Policy Update

On February 13, 2018, the state of South Carolina approved Clemson’s new Staff Performance Management Policy. The policy, a revision of the former Employee Performance Management System Policy, goes into effect March 1, 2018.

Major changes to the policy are listed below:

  • Changed the name of the policy from Employee Performance Management System Policy to Staff Performance Management Policy
  • Created a Staff Performance Management Guidance document in support of the policy
  • Introduced a six-level evaluation scale
    • Top Performance
    • Exceptional Performance
    • Successful Performance
    • Developing Performance
    • Improvement Needed
    • Unsuccessful Performance
  • Added rating distribution guidance
  • Added two additional options for the annual review period, such that each college/division can choose the best option for them
  • Introduced competencies to replace performance characteristics
  • Included competencies in overall performance rating
  • Added that exceptions to review periods must be pre-approved by the Office of Human Resources
  • Included developmental goals as an option in performance management

 

The updated policy can be viewed by visiting the Office of Human Resources’ Policies and Procedures Manual.

 

If you have any questions about the changes, please contact the Office of Human Resources at ASK-HR / 864-656-2000.

Grievance Policy Update

An update to the Clemson University Grievance Policy was approved by the state on February 28, 2018. The updated policy is effective March 1, 2018.

Due to recent changes in performance levels outlined in the Performance Management Policy, the definition of a “covered employee”  was updated. Therefore, the Grievance Policy had to be updated to reflect this change. This was the only change to the previous Grievance Policy. 

Old definition (with change highlighted):

A covered employee is a full-time or part-time employee occupying a part or all of an FTE position who has completed the probationary period and has a “successful” or higher overall rating on the employee’s performance evaluation and who has grievance rights. If an employee does not receive an evaluation before the performance review date, the employee is considered to have performed in a satisfactory manner and be a covered employee. 

New definition (with change highlighted):

A covered employee is a full-time or part-time employee occupying a part or all of an FTE position who has completed the probationary period and has an “improvement needed” or higher overall rating on the employee’s performance evaluation and who has grievance rights. If an employee does not receive an evaluation before the performance review date, the employee is considered to have performed in a satisfactory manner and be a covered employee. 

If you have any questions about this change, please contact the Office of Human Resources at ASK-HR / 864-656-2000.

Tax information for International Employees

The Office of Human Resources knows that tax time can be confusing and intimidating, so Clemson University’s International Employment unit developed an online support site. Click here to access your support resources and learn more about income taxes and required tax documents.

Additional Resources

Form W-2
Form 1042-S
  • If you received income from Clemson University in 2017, access your W-2 through the University’s online self-service. You will need your HR-PIN to access your W-2 online and can call CCIT (864-656-3494) for HR-PIN support. If you did not request online access to your W-2, it will arrive in the mail.
  • If you were the recipient of a taxable scholarship (or travel reimbursement), fellowship, prize or award, or if you received any sort of tax treaty benefit last year, you should file an income tax return and need a Form 1042-S to file your taxes.

  • The International Employment unit will send your Form 1042-S electronically this year, so if you received a tax treaty benefit last year, please watch your email over the next several weeks for additional information.

For questions, contact the Office of Human Resources (Ask-HR/864-656-2000).


Tax Reform and Your Paycheck

The Internal Revenue Service (IRS) has provided employers with new federal tax charts to correspond with the tax reform bill. Starting with your paycheck dated February 15th, you will see the impact of the new tax withholdings.

 

  • For most taxpayers, this will result in a decrease in federal income tax withholding and, consequently, an increase in your take-home pay. No further action is required on your part.
  • For most nonresident taxpayers (except nonresident students from India), this will result in an increase in federal income tax withholding and, consequently, a decrease in your take-home pay.

 

Where can I find additional information?

For more information on federal tax changes in 2018, go to the IRS Withholding Tables Frequently Asked Questions. You may also read more about this change in IRS Notice 1036.

If you have questions or concerns, please contact ASK-HR/864-656-2000.

 

DISCLAIMER: The Clemson Payroll Office, the Office of Human Resources International Employment Unit and Clemson University are NOT permitted to assist any student/scholar with any IRS tax form preparation or tax-related questions. The information included on this page is intended for your benefit. Any questions or concerns should be directed to a certified tax preparer or a local IRS field office.

Policy and Procedure Changes During September/October 2017

This document outlines changes made to the Office of Human Resources’ Policy and Procedure Manual.

Employee Assistance Program: October 2017 Newsletter

Clemson University provides an employee assistance program to University employees and their dependents/household members though Deer Oaks EAP, an outside resource for addressing work/life issues and living a happier, healthier, more balanced life. A variety of health and wellness, counseling, referral, and consultation services are available. Services are completely confidential, and there is no cost to faculty and staff for most services. Click HERE to access the October 2017 newsletter.

Deer Oaks EAP services and contact information can be accessed HERE.

Clemson’s Employee Referral Program marks its first 1,000 referrals

Since January 2017, more than 1000 employee referrals have been made using the Office of Human Resources’ Employee Referral Program. Using the University-approved Employeereferrals.com, the Office of Human Resources continues to leverage Clemson’s employees in its efforts to expand, improve and diversify the University’s pool of applicants.


Program Details
  • Employees must enroll in the Employee Referral Program to be considered for the 500 dollar award. Click here, and then click ‘log in’ or ‘register’ in the top right-hand corner of the Clemson Employee Referral Program site.
  • In the event that an eligible Clemson employee (who has registered using the Employeereferrals.com directions) refers a new hire into an FTE position, that Clemson employee will receive a one-time, lump-sum award of 500 dollars.
  • Employees can leverage Employeereferrals.com’s social media tools to share job referrals throughout their networks.

Contact ASK-HR/864-656-2000 with questions or concerns.

Cybersecurity Begins with Two-Factor Authentication

On Saturday, March 25, CCIT implemented two-factor authentication (DUO) on the PeopleSoft HR system.

  • To learn more about two-factor authentication and how to stay safe online at Clemson University, please watch Clemson Cybersecurity Video Series: Click HERE
  • To learn more about registering for two-factor authentication, please watch the two-factor authentication tutorial or contact the CCIT Help Desk at 864-656-3494.

Important Notice: IRS issues phishing scam alert

The Internal Revenue Service (IRS) issued an urgent alert on February 2, 2017, that a Form W-2 email phishing scam is now targeting schools. A team of university experts have begun implementing a series of strategic responses to cyber-attacks that have targeted schools throughout the United States. During the coming weeks, students, faculty and staff members can expect to receive a series of communications from the Office of Human Resources, CCIT and the Payroll Office.

Identified by IRS Commissioner John Koskinen as “one of the most dangerous email phishing scams we’ve seen in a long time,” Koskinen stated further that the cyber-attack “can result in the large-scale theft of sensitive data that criminals can use to commit various crimes, including filing fraudulent tax returns.” Click here to read the IRS alert.

Clemson University strongly recommends that students, faculty and staff members take caution when opening emails from unknown sources and clicking on links within emails. Cybercriminals use various spoofing techniques to disguise an email to make it appear as if it is from an organization executive.

Additional Cautions:

  • It is tax season, so avoid using search engines to find technical help with taxes or tax software because selecting the wrong link could lead to a loss of data or an infected computer.
  • Avoid engaging in phone conversations with callers from technical support providers. This is a scam.

Recommendations:

International Hiring Reminder

As departments embark on hiring for the coming school year, please be reminded of Clemson's procedure for hiring international employees.

Best Practices:

  • Review Clemson University's International Employment Web site, which contains information regarding hiring international employees.
  • Keep HR partners advised about prospective international hires.
  • HR partners submit an electronic PeopleSoft 'International Hire' request.
  • Review time-sensitive deadlines for the international hiring process.
  • Prospective employees with F1 and J1 visas should visit HERE and follow directions to have their SEVIS records activated.
  • Adhere to the rule that the hiring dates on the I-9 Form, employment record, and payroll remain consistent. (An individual cannot start working prior to the completion of the I-9 form, which has been completed with Pablo Unda or Jennifer Potts in the Office of Human Resources.)

If you have further inquiries, please direct them to AskHR or call 864-656-2000.