| Payroll Policy & Procedures Manual |
PAY | |
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OSU uses a monthly payroll system to process employee wages. Payday is the last workday of each month for all pay types. For actual pay release dates refer to the Payroll Calendar available on the Payroll website.
Employees complete a Pay Delivery Authorization to select a pay delivery option. Forms are available online at the OSCAR website under Downloadable Forms. Three pay delivery options are available at OSU; Direct Deposit, Department Delivery and Pickup at the Payroll Window. Direct Deposit is highly recommended because it is the most secure option for receiving payments and allows one to view statements via the Employee On-line Services.
Direct Deposit is the most convenient and secured way to be paid. The employee’s net pay is sent via electronic funds transfer directly to the checking or savings account you assigned. The employee’s pay becomes available at their financial institution after 8:00 a.m. on payday. A paper earnings statement detailing the employee’s gross pay, deductions, and net pay will be delivered to the department as requested by the employee on the Pay Delivery Authorization form. The Online Earnings Statement is also available at InfOSU. When signing up for Direct Deposit, the next payroll payment will still be processed as a paper check because a “prenote” test is performed to validate the account numbers and routing numbers of the employee. If an employee has selected direct deposit, but has not indicated a department, the paper Earnings Statement will be sent to the employee’s home department. Direct Deposit may be set up conveniently online by the employees themselves via InfOSU (Electronic Services Homepage). Select Faculty/Staff/Employee Information, enter your OSU ID and GAP to log in, select Employee Information, Pay Information, and then Direct Deposit.
Employees may choose to have paychecks delivered to their departments. Departments will receive the paychecks and earnings statements in campus mail on payday. If checks and earnings statements are received before payday, they are not to be distributed until after 8:00 a.m. on payday.
Paychecks and earning statements are confidential documents and should not be opened by anyone other than the employee. Departments should distribute these pay documents to the employee in person. Departments are responsible for verifying the employee’s identity.
Departments may forward paychecks and earnings statements through U.S. mail at the employee’s request or if the employee has terminated and left a forwarding address. Departments should keep a log of paychecks and earnings statements that have been delivered through U.S. or campus mail. The log should note the date, mailing address, and reason for mailing.
Departments should not hold paychecks or earnings statements for more than 15 days. If an employee has not picked up a paycheck or earnings statement within 15 days, it should be returned to the Payroll Office with a note explaining the situation.
Contact the Payroll Office immediately if a paycheck or earnings statement is received in error, or is missing.
Employees who choose to pick up their paychecks at the Payroll Office should report to the Payroll window in the Kerr Administration Building on payday. Paychecks are available from 8:00 a.m. to 4:30 p.m. on payday, and from 8:30 a.m. to 4:30 p.m. on all other workdays. Photo ID is required.
Student workers (with Payroll Office window check delivery) who graduate or leave school temporarily may be unable to pick up their last paychecks of the term. Direct deposit is encouraged in these cases. If this is not an acceptable option, students may make a request through email or in person to have their last paycheck sent to them through the U.S. mail. Students with email access may send an email to Jeri.Thorson@oregonstate.edu containing the student's:
Employing departments must submit payment authorizations to initiate pay for their employees. There are two methods of paying an employee at OSU, Default (salaried) pay and PYAHOUR Time Entry (hourly pay). Wages are charged according to the indexes and account codes submitted on these authorizations.
This system is used to pay employees for current and future months when the monthly salary amounts and indexes are known. A Job form must be completed to authorize Payroll to establish default pay for an employee. The pay period for employees on default pay is from the first workday of the month through the last workday of the same month.
Except for final pays, all non default pays are entered in PYAHOUR. Instructions for issuing final pay are covered in PAY 604: Final Pay. Wages entered in PYAHOUR include wages of regular students, work-study students, temporary employees, and hourly classified employees. Overtime and differential pay are also entered in PYAHOUR.
Departments enter PYAHOUR during specified days each month. Look at the Payroll Calendar on the Payroll website to locate the specific time-entry days. Email reminders are also sent out each month from the Office of Human Resources.
Pay periods are determined by the type of employee pay; salary or hourly.
Monthly salaried employees are paid from the 1st through the last day of the month. Overtime earned after the payroll deadline should be paid on the next regular payday. All pay is identified by the month in which it is earned.
The pay period for hourly paid employees is from the 16th of the prior month through the 15th of the current month. Pay earned during this period is identified as earned for the current month.
Information concerning deadlines is found in the Payroll Calendar which is available on the Payroll Office website. If prior month default earnings are due, the Payroll Office will process manual checks for this pay. See PAY 603-03: Processing Late Pay.
OSU Policies and Procedures Manuals| PAY Manual Contact | Payroll Office Web Site | 541-737-3232 Site Maintained by: Department of Human Resources |