100 Payroll - General Information
Payroll Policy and Procedure Manual
Section 100: General Payroll Information
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 form to select a pay delivery option. Forms are available online at the OSCAR website under Downloadable Forms and/or Employee Access. Three pay delivery options are available at OSU; Direct Deposit, Department Delivery and Payroll Window pickup. Direct Deposit is highly recommended as the most secure option for receiving payments and it allows employees to view pay statements 24/7 via the Employee On-line Services.
Direct Deposit is the most secure and convenient way to be paid. An employee’s net pay is sent via electronic funds transfer directly to the checking or savings account they’ve selected. The employee’s pay becomes available at their financial institution after 8:00 a.m. of Payday. Employee’s earning statements are available on-line at InfOSU and if desired, can be printed.
Depending on the timing of when signing up for Direct Deposit, the next payroll payment may result in a paper check. A “prenote” test is performed to validate the account and routing number for the employee. Direct Deposit can be conveniently set up by the employees themselves via InfOSU (Electronic Services Homepage). Select Faculty/Staff/Employee Information, log in, select Employee Information, Pay Information, and then Direct Deposit.
Employees may choose to have paychecks delivered to their employing department. Departments will receive the paychecks and earnings statements in campus mail on payday. If checks or earnings statements are received at the department or Business Center prior to payday, they may not be distributed until after 8:00 a.m. of Payday.
Paychecks and earning statements are confidential documents and should not be opened by anyone other than the employee. Department/Business Centers should distribute these pay documents only to the employee. Departments are responsible for verifying an employee’s identity.
Departments may forward paychecks and earnings statements via U.S. mail or courier (Fed Ex etc.) 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 were delivered through U.S. mail or other means. 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, the check or statement should be mailed to the employee.
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 may 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. Checks will not be released to anyone but the employee unless extenuating circumstances exist and prior authorization is obtained from the Payroll Manager.
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 U.S. mail. Students with email access may send an email to firstname.lastname@example.org containing the student's:
- Student ID number
- Date of Check (i.e. what payday)
Business Centers and/or employing departments must submit payment authorizations to initiate pay for all OSU employees. There are two methods of paying an OSU employee, Default pay (salaried) or Hourly pay (entered via PYAHOUR Time Entry). Wage expenses charge according to the labor indexes and account codes submitted in these authorizations.
Default pay is the method used to pay employees for current and future months when the monthly salary amounts are fixed. The appropriate Business Center completes a Job record authorizing and establishing default pay hours for an employee. The default pay period is from the first workday of the month through the last workday of the same month. Exception time such as Leaves, overtime or differentials are entered in PYAHOUR.
While Business Centers must also establish a Job record for hourly appointments, time is entered in PYAHOUR, with the exception of termination pay. Instructions for issuing final pay are available in PAY 604: Final Pay. Earnings entered in PYAHOUR include hourly pay for students, work-study, temporary employees, some academic wage appointments and hourly- classified employees. Leaves, overtime and differential pays are entered in PYAHOUR.
Business Centers enter PYAHOUR during specified days each month. Check the Payroll Calendar or the Quick Links calendar on the Business Affairs website to locate the specific time-entry dates. Central Payroll also sends a monthly Email reminder.
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.
Hourly employee pay periods run 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 If prior month default earnings are due, the Payroll Office will process manual checks for this pay. See PAY 603-03: Processing Late Pay.