OSU PAY 201: Oregon University System (OUS) Students

Definition

Oregon University System (OUS) Student Employees

These are students enrolled at an OUS school and employed by OSU.  Enrollment requirements and hiring procedures may be accessed through the Career Services website.

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Procedure

201 Oregon University System (OUS) Student Employees

201-01 Payment Process

• After logging onto the Oregon State Central Administrative Resources (OSCAR) website, click on "Online Tasks" - "Hire Employee" - "Student" and complete the appropriate online task.
• Enter monthly timecard date in PYAHOUR for all hourly paid students.  See the HRIS time entry manual on the HRIS website.
• Archive a copy of the time sheet as specified by Archive Law.  Department copy is the record copy.  See the Archives website for retention period.

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201-02 Job and Labor Distribution Forms

201-02a Job Form

• The Job Form is used to authorize pay for initial appointments, report changes of appointment %, and to report changes in contract length during the fiscal year.
• To obtain this form, log onto the Oregon State Central Administrative Resources (OSCAR) website, click on "Online Tasks" - "Hire Employee" - "Student" and complete the appropriate online task.
• Job forms should be routed to OHR.

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201-02b Labor Distribution Form

• The Labor Distribution Form is used to report changes to prior, current, or future distributions.  
• To obtain this form, log onto OSCAR, click on "Online Tasks" - "Payroll Changes" scroll to "Miscellaneous" - "Labor Distribution form" (excel format).
• Labor Distribution forms should be sent directly to the Payroll Office for changes of labor distributions.

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201-03 Pay Methods - Hourly Pay/Default

201-03a Hourly Pay

• Hourly pay is used for all student pay that is not for monthly salaried student employees.
• Pay is issued for the period from the 16th of the prior month through the 15th of the current month and identified as current month pay.
• Payroll data is entered in PYAHOUR during time entry each month.  Refer to the Payroll Calendar for specific dates.
• Refer to Undergraduate Student Earn Codes for the correct Earn Codes and Account Codes to use.

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201-03b  Default Pay

• Default pay for students is used only when students have monthly salaried appointments.
• For help in calculating the correct rates and appointment percents to enter, see the Monthly Salaried Student Employees webpage on the Business Affairs website for additional information.
• Pay is issued for the period from the first of the month through the end of the month.

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201-04  Social Security Exemption for Student Employees

Student employees, enrolled in an Oregon University System (OUS) school at least half-time, are exempt from both Social Security and Medicare withholding tax, based on Federal Insurance Contributions Act (FICA). For FICA withholding purposes ONLY, half-time enrollment is defined as:

• Undergraduate Students ……6 credit hours per term
• Graduate Students …………..5 credit hours per term

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201-05  Accounting for Labor Charges

Labor is charged to specific indexes and account codes.  Use of activity codes is the choice of the department.

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201-05a  Index

• Must be an open index owned by the employing department.
• Must remain open through the last day of the month payment is issued to the employee.

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201-05b  Account Code

Refer to Undergraduate Student Earn Codes for account code information.

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Additional Information

The following chart provides a summary of data by student employment type.

Student Employment
Category	Hourly Paid	Paid by Default Hours	Non-System	Work Study
Position	C50XXX	C50XXX	C55XXX	C50XXX
Suffix	00	55	00	00
Earn Code	RST	REG	RST	RWS
Account Code	10501	10501	10501	10503
Employee E-Class	XA	XA	XA	XA
Job E-Class	XA	XA	XA	XA
Pay Schedule	Mid-Month	Monthly	Mid-Month	Mid-month

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