OSU PAY 004: Frequently Asked Questions (FAQ's)- Payroll

FAQ's For Employees

Appointment

1. I am on a 1040 appointment. Who keeps track of my hours so I don’t go over?  Answer
2. Can I sign up to have my 9-month salary spread over 12 months?  Answer
3. Where do I sign up for Payroll?  Answer

Checks

4. I did not get a paycheck on payday. What should I do to find my check?  Answer
5. Where do I get my check or earning statement?  Answer
6. I don't think my check amount is correct.  What should I do?  Answer
7. My check was lost, shredded, washed, torn, etc. What should I do?  Answer
8. Why did I get a manual check when I have direct deposit?  Answer
9. I signed up for direct deposit, but when I checked my bank account on payday, nothing was deposited.  Where is my pay?  Answer
10. Can I get an advance on my paycheck?  Answer

Deductions

11. As a Graduate Assistant, do I have to have medical insurance?  Answer

Direct Deposit

12. What is Direct Deposit and how can I sign up?  Answer

Earnings Statement

13. I lost my earning statement, how do I get another one?  Answer
14. Where can I get form CO-NRA? (Alien Information Request) Where can I get Form 8233?  (Exemption From Withholding on Compensation of a Nonresident Alien) Answer

International

15. When is a CO-NRA  form required?   Form 8233?  Answer

Pay Amount

16. What is the minimum wage?  Answer
17. I worked more hours this month. Why does it not show on my paycheck?  Answer
18. When is payday?  Answer
19. As a new employee, when will new I receive my first paycheck?  Answer

Payroll Office

20. Where is the Payroll Office located, and what are your hours?  Answer

Personal Changes

21. How do I change my address, telephone number, campus address, or other personal data university records?  Answer
22. What documentation is needed for a name change?  Answer

W-2

23. Where was my W-2 sent?   When was it mailed?  Answer

W-4

24. What are the deadlines for turning in my W-4 form and check delivery form?  Answer
25. How can I change my tax withholding?  Answer

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FAQ's For Departments

Benefits

1. What does an employee need to do to take advantage of the staff fee?  Answer

Checks

2. My employee did not get a check this payday.  Where is my employee's check?  Answer
3. What is a manual check?  Answer

Deductions

4. What are the BDCA codes on NYIEDST and NYIDIST?  How can I tell what the BDCA codes are?  Are these employer or employee charges?  Answer

Leaves

5. Have questions regarding leaves, LWOP, LWP, unused vacations?  Answer

Pay - Holiday

6. If classified employees worked on a holiday, how are they compensated?  Answer
7. What happens when the holiday is on classified employee's regularly scheduled day off?  Answer
8. How is holiday time entered into PYAHOUR?  Answer

Pay - Other Payroll Expenses

9. What is the percentage for OPE?  Answer

Pay - Overload

10. How do I pay overload earnings?  Answer

Pay - Overtime

11. What is overtime?  Answer
12. Can student employees earn overtime pay?  Answer

Set Up

13. What is an ECLS?  Where can I find E-Classes?  Answer
14. What is the relationship between all of the "Org" numbers associated with an employee?  Answer
15. What are the student job suffixes?  Answer
16. How do I know which suffix to use for graduate student positions?  Answer

Termination Pay

17. How do I process a termination pay?  Answer
18. An employee is terminating or retiring and not returning to work. What paperwork is required?  Answer
19. If an employee is terminating, will they be paid for their vacation leave?  Answer

Time Entry

20. What are you supposed to do if you get "kicked out" of PYAHOUR?  Answer
21. What do I do if the index ZNOPAY or ZARPxx appears in PYAHOUR?  Answer
22. Can I adjust salaried employees’ pay (including grads) by adjusting their hours in PYAHOUR?  Answer

Work Study

23. If a student is already on payroll, then receives Work Study funds, how do I set them up?  Answer
24. Where do I find the Work Study federal indexes?  Answer
25. What earn code do I use for prior month Work Study pay?  Answer
26. When are the Work Study certificates due?   Where can I get them?  Answer
27. The Labor Distribution does not default both the department and Work Study indexes in PYAHOUR.  What is wrong?  Answer

W-2

28. What is a W-2?  Answer
29. What is Online W-2?  Answer

 

---------- Answers - FAQ's For Employees ---------- 

1. I am on a 1040 appointment. Who keeps track of my hours so I don’t go over?
   You are responsible for tracking your own hours to insure they do not exceed the 1039-hour limitation.  Return
   
   
2. Can I sign up to have my 9-month salary spread over 12 months?
   This option is referred to as deferred pay and is only available to 9-month unclassified employees, who receive a regular monthly salary.  The deadline to sign up for this option is September 15th. You may request additional information from the Payroll office.  Return
   
   
3. Where do I sign up for Payroll?
   You should contact the payroll administrator in the hiring department.  In most cases, they would have provided you with all that was required.  Student employees may also go to the Office of Human Resources on the second floor of Kerr Administration Building to sign up.  Return
   
   
4. I did not get a paycheck on payday. What should I do to find my check?
   Check with your department payroll administrator to insure a paycheck was issued.  If pay was issued, they will be able to verify your check delivery.  If they cannot locate your check, they will contact the payroll office to locate it.  Check deliveries are based on the most recent Pay Delivery Authorization completed by the employee.  Return
   
   
5. Where do I get my check or earning statement?
   Checks are distributed based on what the employee requested on their last Check Delivery Authorization form.  Checks can be delivered to the department or picked up at the payroll window.  If your pay is direct deposited, your earnings statement will be delivered to your department. Return
   
   
6. I don't think my check amount is correct.  What should I do?
   First, if you think your gross pay (the amount before deductions) is incorrect ask your Department Payroll Administrator to verify the hours and rate used for the pay period in question.  Full time salaried employee’s total hours (hrs worked plus leave taken) should equal 173.33.  This average is based on a standard of 2080 hours per year.
   
   Secondly, if you believe the net pay (amount after deductions) is incorrect, compare your deductions to those from the previous month.  If taxable gross for federal and state taxes on your earnings statement is greater than your gross earnings for the pay period check to see if you received a taxable benefit such as Tuition Reduction.  These benefits are taxable and can result in increased withholding for federal and state taxes, which reduces net pay.  If this does not resolve your concerns, contact the Payroll Office.  Return
   
   
7. My check was lost, shredded, washed, torn, etc. What should I do?
   You should bring what is left of the check, come to the Payroll Office and complete a lost/destroyed check affidavit.  Payroll will verify the check’s status and re-issue, if necessary.  Consider signing up for Direct Deposit, which is the safest and quickest way for you to receive your money. You may sign up online at InfOSU, and select:

• Faculty/Staff/Employee Information
• Employee Information
• Pay Information
• Direct Deposit
  
  Details about Direct Deposit are also found in PAY 102-01: Direct Deposit  Return
  
  

8. Why did I get a manual check when I have direct deposit?
   Manual checks are processed to issue payment to employees when paperwork was received too late to be included in the monthly payroll processing.  Manual checks are also processed when corrections are made, or when a termination (or final) pay is processed. Only payments processed as the regular monthly payroll can be directly deposited.  Return
   
   
9. I signed up for direct deposit, but when I checked my bank account on payday, nothing was deposited.  Where is my pay?
   The first month’s pay is issued by check, while your banking information is prenoted, i.e. verified by the bank. Verify with your payroll administrator that your pay was issued as a check.  Return
   
   
10. Can I get an advance on my paycheck?
    No, however if you have a true emergency you may request an Emergency Draw. You and your department must fill out the Emergency Draw request and Disbursement forms.  Students may draw 75% of the amount they have earned.  All others can draw 60% of the amount they have earned.  Return
    
    
11. Q 11.  As a Graduate Assistant, do I have to have medical insurance?
    If you are at least 0.2 FTE, you are required to enroll in the mandatory health insurance plan, unless you can properly secure a waiver.  The health insurance plan is administered by OSU Student Health Services.  Return
    
    
12. What is Direct Deposit and how can I sign up?
    Direct Deposit is the safest and quickest way for you to receive your money. For details, refer to PAY 102-01: Direct Deposit.  Return
    
    
13. I lost my earning statement, how do I get another one?
    InfOSU can display both earnings and deduction detail.  If a physical copy is needed, Payroll can provide an unofficial copy of your earning statement with your net and gross earnings.  Payroll can reprint an official copy of the actual statement if required. A fee may be charged if more than one duplicate is requested.  Reprints are generated on a weekly basis. If your pay was directly deposited, you may be able to reprint the earnings statement at InfOSU.  Return
    
    
14. Where can I get form CO-NRA? (Alien Information Request) Where can I get Form 8233? (Exemption From Withholding on Compensation of a Nonresident Alien)
    Both forms can be picked up at the Payroll window.  Form CO-NRA is also available on the Oregon State Central Administrative Resource (OSCAR) website or the Oregon University System (OUS) website.  Form 8233 can be found on the IRS website.  Return
    
    
15. When is a CO-NRA  form required?   Form 8233?
    Form CO-NRA must be completed for every Non-Resident employee at the time of hiring.  This form must be re-filed every calendar year in Jan. so long as they remain an employee.  Form 8233 instructions and filing schedule can be found on the IRS website.  Return
    
    
16. What is the minimum wage?
    Refer to Oregon Bureau of Labor and Industries (BOLI) website for current data.  Return
    
    
17. I worked more hours this month. Why does it not show on my paycheck?
    Hourly employees pay period is from the 16th of the prior month through the 15th of the current month, payable on the last business day of the month. If hours paid do not match with hours worked during this period, contact your department payroll administrator. Return
    
    
18. When is payday?
    The last working day of each month.  Return
    
    
19. As a new employee, When will new I receive my first paycheck?
    Payday is the last working day of each month. If hiring paperwork is delayed for whatever reason and not sent in time for the current month, your first pay check may be processed in the form of a manual check.  Manual checks are generated weekly.   Employees may request a new employee payroll draw by contacting their department payroll administrator.  Return
    
    
20. Where is the Payroll Office located, and what are your hours?
    Payroll related questions may be found at the Payroll website.  Payroll is located just inside the backdoor of the Kerr Administration Building, room B106, window 18.  Office hours are 8:30 AM to 4:30 PM, Monday through Friday, and 8:00 AM - 4:30 PM on paydays.  Return
    
    
21. How do I change my address, telephone number, campus address, or other personal data university records?
    You can change your home address and telephone, or e-mail address on-line through InfOSU.  Changes to office address, telephone or fax numbers should be directed to your departmental telephone coordinator.  Return
    
    
22. What documentation is needed for a name change?
    Page 1 of the Personal Demographic form.  Updated W-4 Form and Pay Delivery Authorization I-9 form, accompanied by a social security card and picture ID reflecting the new name. The forms are available on the OSCAR website.  Return
    
    
23. Where was my W-2 sent?   When was it mailed?
    Your W-2 is mailed to your current mailing address by January 31st.  Return
    
    
24. What are the deadlines for turning in my W-4 form and check delivery form?
    Both of these forms are due in the Payroll Office by 5:00 PM on the 15th of the month, to be effective for that month.  Return
    
    
25. How can I change my tax withholding?
    Forms are available on the OSCAR website or the IRS website (pdf format). Complete the form on line, print, sign and submit the completed form to the Payroll office.  You can also obtain a new W-4 form from the Payroll Office and submit the completed and signed form to them.  Return

 

---------- Answers - FAQ's For Departments ----------

1. What does an employee need to do if to take advantage of the staff fee?
   Refer to Staff Fee Information on the Office of Human Resources website.  Return
   
   
2. My employee did not get a check this payday.  Where is my employee's check?
   First determine if pay was issued by checking Banner screen PYILIST.

• If the Seq. No is zero, verify Banner screen PYIVERI, Check/Earn ORG to see where the check or earnings statement was sent.
• If the sequence number is not zero and the event type is M, a manual check was processed.  Verify if the check was picked up from the payroll office.  Return

3. What is a manual check?
   Manual checks are any checks not processed through the month-end payroll process.  Manual checks are processed every Friday, Payday, and the first business day after Payday to process late and termination pay.  Return
   
   
4. What are the BDCA codes on NYIEDST and NYIDIST?  How can I tell what the BDCA codes are?  Are these employer or employee charges?
   The BDCA (benefit and deduction) codes display employer other payroll expenses (OPE) charged to departments. A description of these codes is available from the HRIS Website link, BDCA: Benefit & Deduction Codes.  Earnings are also displayed on the NYIEDST and NYIDIST forms.  See the Earn Code Tables on the Office of Human Resources website.  Return
   
   
5. Have questions regarding leaves, LWOP, LWP, unused vacations?
   These questions should be directed to HR-Employee Records & Information.  See the FAQ's on the Human Resources website.  Return
   
   
6. What happens when the holiday is on classified employee's regularly scheduled day off?
   Enter the straight-time number of hours in PYAHOUR based on the employee's appointment percent for that day using the LEO earn code. On the time sheet in the REMARKS box, make a note of the entry, i.e. "holiday on (date) was on the regular day off, entered (_) hours of LEO." This will give the employee comp time at the straight-time rate for their irregular schedule, to take at a later time.  Return
   
   
7. If classified employees worked on a holiday, how are they compensated?
   The employees will receive regular pay at straight time and additional pay at time and a half or comp time hours at time and a half.  Return
   
   
8. How is holiday time entered into PYAHOUR?
   Holiday pay is considered straight pay and does not need to be entered separately.  Return
   
   
9. What is the percentage for OPE?
   OPE (other payroll expenses) is the cost to a department for an employee in addition to wages).  OPE is made up of both percentage (Social Security, etc.) and fixed amounts (Medical Insurance, etc.)  For more information about OPE, refer to the Payroll Policies and Procedures Manual. Specific deduction rates are available on Banner screen NTRFRNG. This information is also available online on the Office of Budget and Fiscal Planning website.  Return
   
   
10. How do I pay overload earnings?
    After receiving approval from the Office of Human Resources, enter the earn code into PYAHOUR when it is open for the month. If this employee's job record is in another department, you will need to enter the pay information on a Request for Employee Payment form available on the OSCAR website and bring or fax it (follow with the original hard copy) to the Payroll Office.  Return
    
    
11. What is overtime?
    Overtime accrues for overtime-eligible classified employees who work in excess of 8 hours per day or 40 hours per week; and will be paid at time and a half. Overtime accrues for non-exempt unclassified employees who work in excess of 40 hours per week, and will be paid at time and a half.  Return
    
    
12. Can student employees earn overtime pay?
    It is possible for some students to earn overtime. Overtime is computed on hours worked over 40 per week. Non- international students, who are not on Work Study programs or graduate appointments, are eligible to work overtime between terms.  Return
    
    
13. When is a CO-NRA  form required?   Form 8233?
    See the Employee Class Codes on the Office of Human Resources website.  Return
    
    
14. What is the relationship between all of the "Org" numbers associated with an employee?
    Each employee has one Home Org. The Home Org is visible on PYIVERI. When an employee has multiple jobs, the Home Org designates the org associated with the job that gives the employee the highest level of benefit or leave eligibility.
    
    Each position has a unique Time sheet Org. Employees can have multiple job records. The Time sheet Org is on the NYIJOBS record. If an employee worked at the MU and the English Department they would have different Time sheet Orgs on each job record.   PYAHOUR access is granted based on Time sheet Orgs.
    
    Check Delivery Org. determines what department an employee’s paycheck or earnings statement is delivered to.  Employees designate this by completing the Pay Delivery Authorization Form. The employee may request the Payroll Window (Org 410500) as his/her Check Delivery Org. The safest and quickest way for employees to be paid is by Direct Deposit, see the InfOSU website.  Return
    
    
15. What are the student job suffixes?
    “00” is the suffix for regular student jobs; “55” is the suffix used for student employees on stipends (monthly salaried). HR-ER&I must approve the use of the 55 suffix on an individual basis.  Return
    
    
16. How do I know which suffix to use for graduate student positions?
    Suffixes differentiate between different types of graduate assistant positions. Most positions will use the suffix 00 for both GRAs and GTAs. If their work is not academically associated but is service in nature, suffix 05 is used in place of 00.  See the chart below.
    

Suffix	Academic or Service Work
00	Academic
05	Service

For more information on suffixes see the Understanding Positions and Suffixes webpage on the Business Affairs website.  Return

 

17. How do I process a termination pay?
    If possible, this should be done in PYAHOUR. Call OHR to verify vacation balances to be paid out. If PYAHOUR is not available before the termination, fill out a Termination Pay Request form and send it to Payroll. Return
    
    
18. An employee is terminating or retiring and not returning to work. What paperwork is required?
    Submit a Termination Form and attach a letter of resignation or have the employee sign the form. All final pay, including vacation pay, must be included in the employee's final check.  Return
    
    
19. If an employee is terminating, will they be paid for their vacation leave?
    For Classified, up to 250 hours of vacation leave may be paid, unless the employee has not completed the six full months of service. For the Unclassified, up to 180 hours of vacation hours may be paid, unless the employee has not completed the six full months of service. Return
    
    
20. What are you supposed to do if you get "kicked out" of PYAHOUR?
    Try logging back in. If you are still unsuccessful, contact Payroll or OHR.  Return
    
    
21. What do I do if the index ZNOPAY or ZARPxx appears in PYAHOUR?
    If index ZNOPAY or ZARPxx appears in PYAHOUR, change the labor distribution to the correct index(s) for the month. To permanently correct the default labor for next month, submit the correct Labor Distribution Form to the Payroll Office. The form is also available on the OSCAR website.  Return
    
    
22. Can I adjust salaried employees’ pay (including grads) by adjusting their hours in PYAHOUR?
    No, changing hours worked in PYAHOUR for salaried employees does not change monthly pay. A Pay Change Form must be submitted to change the monthly pay. Default hours in PYAHOUR should never be altered.  The only exception to this rule is where part-time classified employees (CB's) have worked additional regular hours.  See the Business Affairs website for additional information on this exception.  Return
    
    
23. If a student is already on payroll, then receives Work Study funds, how do I set them up?
    Complete the Labor Distribution Form available in OSCAR. Click on Download forms and scroll to Labor Distribution Change. Be sure to enable Macros if prompted.   Enter department index (25%) and Work Study index (75%) and write, “default,” in the month/year.  Attach the Work Study referral form and send to the Payroll Office.  Return
    
    
24. Where do I find the Work Study federal indexes?
    Work Study indexes are based on the program code in the department index.  Refer to PAY-Ex4: OSU Program Codes.  Return
    
    
25. What earn code do I use for prior month Work Study pay?
    RW5 has been designated for prior month Work Study.  For a list of all student earn codes refer to Undergraduate Student Earn Codes on the Office of Human Resources website or Section 200: Payment of Student Employees in the Payroll Policy & Procedure Manual.  Return
    
    
26. When are the Work Study certificates due?   Where can I get them?
    Work Study certificates are due in Payroll Office by the end of the second day of time entry each month. See the HR/Payroll calendar on the HRIS website.  Return
    
    
27. The Labor Distribution does not default both the department and Work Study indexes in PYAHOUR.  What is wrong?
    Even if a student returns to the same Work Study position as last year, the Labor Distribution reverts 100% to departmental index at the end of every fiscal year.  The department can correct this by changing the labor distribution in PYAHOUR, then follow up with a Labor Distribution form.  Return
    
    
28. What is a W-2?
    Form W-2 is a statement that summarizes an employee’s annual taxable wages and related compensation, income taxes, and certain payroll deductions in a calendar year.  Return
    
    
29. What is Online W-2?
    Online W-2 is an online service that enables the employee to view and print W-2s, up to the last 3 years. Refer to InfOSU.  Return

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