Definition
Non-System Student Employees
Students enrolled at a non-OUS school and employed by OSU. Enrollment requirements and hiring procedures may be accessed through the Career Services website.
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Procedure
202: Non-System Students Employees
202-01 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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202-02 Job and Labor Distribution Forms
202-02a 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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202-02b 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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202-03 Pay Methods - Hourly Pay/Default
202-03a 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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202-03b 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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202-04 Social Security Exemption for Student Employees
Non-system students are not eligible for the student Medicare and Social Security exemption.
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202-05 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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202-05a 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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202-05b 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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