Payroll Policy and Procedure Manual
Section 200: Payment of Student Employees
Effective: 01/01/2001
Revised: 06/04/2012

• Definition
• Procedure
• 202 Non-System Student employees
• 202-01 Payment Process
• 202-02 Job and Labor Distribution Tasks
• 202-03 Pay Method - Hourly Pay
• 202-04 OPE (Social Security & Retirement) for Non-System Student Employees
• 202-05 Accounting for Labor Charges
• Additional Information

Definition

Non-System Student Employees

Students enrolled at a non-OUS school and employed by OSU. Enrollment requirements and hiring procedures are available through the Student Employment Policy and Procedures Manual.

Top

Procedure

202: Non-System Students Employees

202-01 Payment Process

• After logging onto the Oregon State Central Administrative Resources (OSCAR) use the Job Tasks menu to initiate pay authorization for initial student hires or to change hourly pay rates.
• Each Business Center creates, routes and approves the Job Tasks via EPAF processing.
• 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.  The Department / Business Center copy is the official copy of record.  See the Archives website for retention periods.

Top

202-02 Job and Labor Distribution Tasks

202-02a New Hire / Job Change Tasks

• The Job Tasks menu is used to authorize pay for initial appointments and report hourly pay rate changes.
• After logging into the (OSCAR) website, go to Business Center Tasks and complete the appropriate online task.
• Each Business Center creates and routes the Job Tasks via EPAF processing.

Top

202-02b Labor Distribution Form

• The Labor Distribution Form is used to report changes to prior, current, or future distributions.
• To access this task, log onto OSCAR, click on "Payroll Changes" and click on "Job Labor Distribution Change" (excel format). It can also be found in the Downloadable Forms.
• Redistributions are entered by the Business Centers in PYAREDS and the record of copy is kept there.

Top

202-03 Pay Methods - Hourly Pay/Default

202-03a Hourly Pay

• Hourly pay is used for all non-system student pay.
• 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.

Top

202-04  OPE (Social Security & Retirement) for Non-System Student Employees

Non-system students are fully subject to Social Security and Medicare taxes and ineligible for the student Medicare and Social Security (FICA) exemption. Non-system students also become retirement eligible after working for 6 months and at least 600 hrs in a calendar year. 

Top

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.

Top

202-05a  Index & Account Code

• Must be an open and valid index owned by the employing department.
• This index should remain open through the last day of the month pay is issued to the employee. Otherwise, it may error out when posting to finance.
• Refer to Undergraduate Student Earn Codes for account code information.

Top

Additional Information

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