ITAMS Frequently Asked Questions
How do I access the ITAMS system? You have to first establish your VIP employee pin, Go to VIP website at https://vip.sc.edu to login enter your social security # in Step 1 tab to Step 3 enter your month and day of birth (4 digits) VIP will prompt you to change your PIN #. Once it has been change you must wait overnight before you have access to the ITAMS system. You can access ITAMS at: https://itams.csd.sc.edu/.
When are time sheets due? Non-Exempt (weekly) time sheets are to be submitted and approver by 12:00 noon Monday, following the week just ended unless other wise requested. Exempt (semi monthly time sheets) are to be submitted on the 15th and the last of the month (pay periods) for any leave taken.
I am a new employee and un-able to pull up my timesheets what is the problem? All new hires paperwork (I-9’s etc) is sent to Columbia Payroll for processing. It may take a week to 10 days after your paperwork is submitted before you will be able to log in VIP or have access to ITAMS.
Being a new hire and not having access to my timesheet will I be able to go back to previous timesheets and enter my time worked? You will be able to, once you have access to ITAMS open your timesheet and on the “Report Period Ending” click the drop down arrow and go to the appropriate week and enter your time, save and send for approval.
I am an hourly paid employee and I forget to submit my timesheet to my supervisor? If an employee does not submit their timesheet for approval by the deadline date and it is scheduled to be paid out on the following pay period it will not be included in your up-coming pay check but will be paid out on the following pay period.
What if my supervisor doesn’t approve my time sheet? Unapproved timesheets are not processed. If your supervisor is not available to approve the timesheet, an ITAMS department approver can retrieve and approve your timesheet via the ITAMS “People Search” function. If the supervisor fails to approve your timesheet and you are an hourly paid employee and you are not paid as scheduled. The supervisor should contact Human Resources to request a special pay for the week that was not approved if you are unable to wait until the next pay period.
Can an employee change their timesheet after it has been sent for approval or approved? No. The timesheet is locked once it has been sent for approval. Any changes at that point must be made by the supervisor or and ITAMS department approver.
How is an extracted timesheet corrected? Your supervisor or ITAMS approver can un-lock your timecard and make any necessary corrections. If there is a change in earnings that adjustment will be made on the following pay period.
If my supervisor is out on vacation, how will I get my timesheet approved? When a timesheet is sent for approval, the employee has the ability to select to send the timesheet to another ITAMS Approver instead of their supervisor but make your supervisor aware of whom you sent it to.
Can I fill out my timesheets in advance? Yes, ITAMS allows you to access up to two time periods in the future. You can choose to fill out your timesheet in advance. However, if you are an Exempt or Non-Exempt employee and enter any leave hours on your timesheet those hours will be shown as “taken” on your leave summary once you have saved your timesheet.
Why do certain leave codes appear on my timesheet? ITAMS will remember time codes you have used in the past month, so they may be displayed on your timesheet.
When are e-mail notices sent to employees in regard to ITAMS timesheet? Non-exempt salaried employees whose timesheet was either not submitted or not approved by the scheduled deadline will receive an email that tells them the timesheet was not processed. A 2nd message will be sent to the supervisor of the non-exempt employee and one of the ITAMS department approvers. If the employee in not available to create the timesheet, the supervisor or the department approver will need to create the timesheet.
If a timesheet has been extracted, and the employee realized that leave taken wasn’t entered on the time record, or an incorrect type of leave was entered on the timesheet, how can it be fixed? Once the time has been sent for approval or has been extracted the change must be made by the supervisor or the ITAMS department approver. This will require the supervisor/approver to “unlock” your previously extracted timesheet, make the adjustment and re-save the timesheet. The change will be processed as an adjustment when the upcoming time period is processed.
What if I am on leave when time sheets are due, and my timesheet is not filled out? If you did not fill out your timesheet in advance, your supervisor or and ITAMS department approver can create the timesheet in your absence by retrieving your record via the ITAMS “People Search” feature.
I am a Hiring Manager and my employee has submitted their timesheet to me for approval but it is not showing in the “Manager Approval” box. You may have to pull their timesheet up using the “People Search” feature. If you have pop-up blockers installed or have downloaded certain programs, this may prevent the timesheet appearing in your Manager Approval box.
My supervisor’s name does not appear when I select to send my timesheet for approval. However, I do see the names of the “alternate” approvers for my department. Your department may have to update the supervisor information for your position by contacting the Human Resources Office.
As a Manager when an employee is showing in the “Manager Approval Box” can the timesheet be approved by clicking “Approved” without opening the timesheet? NO the timesheet has to be open and then you can click “Approved”. Timesheets should always be opened and reviewed for accuracy.
As a Director or Administrator, how do I access Timesheets or the Leave Summary of an employee who is in my division but does not actually report to me? To access timesheet or leave summary’s you would use the “People Search” feature and click off “Active Search” and click on “System Wide Search” once the name is showing click on the name then you will be able to access.
When I access my ITAMS timesheet, the message “No Data Available” appears. What is wrong? Nothing is wrong. If you have never accessed ITAMS, or if you haven’t used a time code recently, the message “No Data Available” appears. This just indicates that no time codes are displayed on your timesheet. Go to the Time Code drop down box at the top of your timesheet and select a time code. Click the “Add TimeCde” button, and the time code will display on your timesheet.
How will I know my timesheet was approved? Login to ITAMS and check the messages shown in the box on your ITAMS HOME screen. If you filled out your timesheet on ITAMS and forwarded for approval, the message box on your ITAMS Home Screen will indicate that you have 1 timesheet waiting for approval. When your timesheet is approved, that message will change to “you have 0 time sheets waiting for approval”. If you can’t remember if you sent your timesheet for approval, click the time entry and go directly to the timesheet to see the timesheet status.
1. When do I get paid?
THE 15TH AND THE LAST WORKDAY OF THE MONTH. WE ARE PAID TO DATE.
2. When do my health benefits go into effect?
THE FIRST OF THE MONTH FOLLOWING YOUR HIRE DATE.
3. Who is the Monday Group?
THE SENIOR ADMINISTRATORS OF USC AIKEN.
4. Where are the official University office hours?
5. How many holidays are there?
THERE ARE 13 PAID HOLIDAYS. LINK TO HOLIDAYS: https://www.usca.edu/human-resources/resources/holidays.dot
6. How can I apply for a job at USC Aiken?
CLICK ON EMPLOYMENT OPPORTUNITIES FOR A LISTING OF OPEN POSITIONS AND THE ON-LINE APPLICATION PROCESS.
7. Where can I find information on Employee Benefits on-line?
GO TO LINKS ON THE HUMAN RESOURCES MAIN PAGE.
8. As a student employee, how can I tell the number of hours I’m getting paid for this pay period?
YOU CAN GO IN TO ITAMS TO VIEW HOURS REPORTED FOR EACH WEEK BEING PAID OUT. YOUR SUPERVISOR WILL GIVE YOU A PAY SCHEDULE.
9. What is my PIN number?
AT HIRE, YOUR PIN NUMBER IS PRESET TO YOUR MONTH AND DAY OF BIRTH. IN VIP, YOU NEED TO RESET YOUR PIN NUMBER SO YOU CAN VIEW YOUR SALARY INFORMATION ON VIP AND YOUR TIME IN ITAMS.
10. What is Open Enrollment?
OPEN ENROLLMENT IS A PERIOD IN WHICH ELIGIBLE EMPLOYEES, RETIREES, SURVIVORS AND COBRA SUBSCRIBERS MAY ENROLL IN OR DROP THEIR OWN COVERAGE AND ADD OR DROP ELIGIBLE DEPENDENTS TO/FROM A HEALTH OR VISION PLAN WITHOUT REGARD TO ANY SPECIAL ELIGIBILITY SITUATIONS. ENROLLMENT CHANGES BECOME EFFECTIVE THE FOLLOWING JANUARY 1. DENTAL/DENTAL PLUS COVERAGE CHANGES ARE OFFERED AS A PART OF A SPECIAL ENROLLMENT PERIOD WHICH OCCURS EVERY OTHER YEAR IN ODD-NUMBERED YEARS.