000 Introductory Material

001: Introduction

Payroll Policy and Procedure Manual
Section 000: Introductory Material
Effective: 10/21/2004
Revised: 03/01/2011

The Payroll Policy and Procedure Manual (PAY) provides formal guidance for the processing and accounting of employee pay.  The PAY policies and procedures apply to all Oregon State University employees and Business Centers.  The PAY manual is managed by the Central Payroll Office, which is part of the Office of Business Affairs, a division of Finance and Administration. 

Overview

The Central Payroll Office has several key responsibilities.  One is to provide training and education to Business Center payroll staff to ensure they accurately process pay authorization documents that produce timely payroll payments.  Another is to oversee and audit the processing done by the Business Centers to maintain regulatory compliance to all applicable payroll related laws and regulations.   Finally, Central Payroll is responsible for the actual production and  distribution of employee payments..  Central Payroll abides by state and federal laws, labor agreements, Bureau of Labor standards, and the policies of Oregon University System (OUS) and Oregon State University (OSU) and the Business Centers are expected to do the same.  Central Payroll personnel are an important resource to use when in need of information or clarification on procedures.  A list of Payroll Office Personnel, areas of responsibility, and phone numbers along with other helpful information can be found on the Payroll Office website.

Structure of Payroll Manual

The PAY manual is divided into 10 sections.  To access a specific topic, simply find the correct section in the Table of Contests, and click on the appropriate link.

Sections are arranged as follows:

Section 100 provides general payroll information applicable to all employment types.
Sections 200 ~ 500 provide information relative to specific employment types.
Sections 600 ~ 1000 provide information applicable to various special payroll situations.

Questions regarding the policies cited in this manual or other corrections, changes, or suggestions should be sent to Steve Nash, Payroll Manager via email. 

In the event of any inconsistency or conflict, applicable law and the State Board of Higher Education's policies supersede University policies and University policies supersede college, Business Center, department or lower unit bylaws, policies, or guidelines.

The University reserves the right to add, amend, or revoke any of the contained rules, policies, regulations, and instructions or incorporate additional ones, with or without notice, as circumstances or the good of the University community may require.

A printout of this manual and each change to this manual is created from the original text source for the online version and retained permanently as an official record at University Archives.  Printouts of all revisions to online Policy & Procedure manuals are similarly available.

002: Definitions

Payroll Policy and Procedure Manual
Section 000: Introductory Material
Effective: 01/01/2001
Revised: 12/27/2012

  • U
  • V
  • W
  • X
  • Y
  • Z

A

1042-S Form

Form for Foreign Person’s U.S. Source Income Subject To Withholding issued to non-resident aliens for income received during a calendar year.

Academic Employee

A person employed in an Academic position.

Academic Position

Academic positions include teaching, research, and some administrative positions. Academic employment is specified by law to be unclassified and, in general, is governed by the Administrative Rules of the Oregon Board of Higher Education and by Oregon State University regulations.  These can be either 9 month (Academic Year) or 12 month appointments.

Academic Wage Appointment

See OHR website at  http://oregonstate.edu/admin/hr/jobs/PurposeAW.html

Academic Year

This refers to the 9 month academic period of Sept 16 through June 15.  It covers Fall, Winter and Spring terms.  These are also the dates used for 9 month appointment types who work the full academic year.

Account Code

The third element of a FOAPAL accounting string used to identify specific financial transactions.  Account codes define the type of activity taking place, such as academic pay, student pay, classified pay, and other payroll expenses.

Appworx

The reporting system whereby Banner processing and reports are submitted and generated.

Assignment

See Payroll Draw definition.

Top

B

Banner

The relational database used by the University for its Human Resource, Payroll, Finance and Student functions, records and processing.  Its parent company is now Ellucian.

Business Center

There are seven business centers at OSU that perform many HR/Payroll and Finance functions.  Every dept. and unit of the university is served in some manner by one of these seven centers.  Business Centers perform among other tasks, the hiring process for employees.  See http://oregonstate.edu/fa/bc/ for more information.

C

Calendar Year

January 1 through December 31.

Classified Employee

An employee whose position is determined to be in the classified bargaining unit represented by SEIU. 

Classified Position

Positions Classified by the Oregon University System (OUS)Classified employment policies conform to the rules of the OUS.  Historically these positions are classified by the state Department of Administrative Services, Personnel and Labor Relations Division.  

Current Pay Period

The current pay period for hourly employees is the 16th of one month to the 15th of next.  For salaried employees it is the 1st through the last day of the month (1-31).

Top

D

Deadline

A scheduled dates on which pay authorization documents must be received and/or processed by Business Center HR or Payroll to be processed for a specific pay period.

Default Pay

This is a term that refers to salaried employees.  Their pay “default’s” into Banner so only any exception time is entered.

Deferred Pay

An IRS accountable plan whereby Unclassified employees on 9 month apppointments only, typically instructional faculty, are permitted to spread their pay over 12 months.  For 9 months 25% of their paycheck is set aside into a deferred pay account,  then paid back out to them over the summer months, July-Sept.

Department Delivery

One of three pay delivery options.  With this option an employee’s paycheck is routed to the employing department through campus mail.

Direct Deposit

One of three pay delivery options.  With this option an employee’s net pay is deposited via ACH to his/her checking or savings account.

Top

E

E-Class / ECLS 

Employment classification designated by a specific code. Defines employment as student, graduate student, classified or faculty, by pay type (hourly or salaried) and by appointment percentage.

Earn Code

A three letter code that describes the pay type, such as SAL for salary, OTM for overtime. Each earn code defaults to a corresponding account code.

Employment Registration

The human resources activities required to initiate a new employee to the University.  Activities include completion of certain forms by the employee and department, certification of eligibility to work in the United States, presentation of a social security card for review, and other tasks.  Contact the Office of Human Resources at 737-8300 for more information.

EvalS

The on-line performance evaluation system for all Classified, non-IT employee’s, available at MyOSU.

Top

F

FICA Subject/Exempt

FICA (Social Security and Medicare taxes).  Students enrolled at least half time within an OUS school are exempt from these taxes as are certain non-resident aliens.   Unless otherwise excluded by the IRS, everyone else is subject.

Fiscal Year

Financial period from July 1st through June 30th.

Top

G

Graduate Assistant

Academic rank, defined by ORS 580-020-0005, given to a graduate student performing duties as a degree requirement or in service to the University.

Top

H

I

Index

Identifies a unique combination of a fund, organization and program code.   When entered into the payroll system, it will default the correct fund, organization code, and program.

Top

J

K

L

Labor Distribution

Defines where an employee’s payroll expenses are to be charged, ie. a specific index, account code, and activity code with a corresponding percentage that must total 100%.

Top

M

Manual Pay/ Manual Check 

Off-cycle payroll processing to accommodate late or final pay including adjustments to an existing  payroll payment.

Mid-Month Cutoff

The date specified as the last working day of the month for employees paid from mid-month to mid-month. Currently, the mid-month cutoff is the 15th of the month.

MyOSU Portal

The University’s’ preferred method for students, administrators and employees to access university systems and seek information via a single sign-on structure. This self-sevice portal allows employees to submit address, telephone, and email changes; W-4 updates; and direct deposit changes.  Employees can also view direct deposit pay stubs, W-2s, etc. as well as access a host of employee related quick links such as Benefits, Parking, Dixon and campus life. (MyOSU Portal)

Top

N

Nolij

A web-based document imaging and storage tool for higher education institutions. It provides an automatic, integrated workflow process for document storage and retrieval, used by Business Centers and Central administration alike.

Non-System Student

A High School student, Home School student, Community College student, or other school student not enrolled in[w1]  the Oregon University System.  This includes Eastern Oregon University, Oregon Institute of Technology, Oregon State University, Portland State University, Southern Oregon University, University of Oregon, and Western Oregon University.  These student employees are subject to FICA taxes.

Nonresident Alien

A person who is not a U.S. citizen or resident alien.

Top

O

On-line Earning Statement

For employees on direct deposit, their pay statements are available to them on-line via the MyOSU Portal.

Online W-2

Web-based W-2 Wage and Tax Statement that is viewable and printable at via the MyOSU Portal.

OPE (Other Payroll Expense)

All other costs of employment in addition to wages that are charged to the department, ie. Health contributions, FICA tax, retirement, etc.

Opt Out

1) Direct depositors “Opt-out” of printed earning statements, instead taking advantage of the on line statement available to them via MyOSU.

2) Opt Out also refers to those opting out of health Benefits. See OHR website http://oregonstate.edu/admin/hr/benefits/overview #6

Oregon University System (OUS)

Eastern Oregon University, Oregon Institute of Technology, Oregon State University, Portland State University, Southern Oregon University, University of Oregon, and Western Oregon University

OSCAR

Acronym for Oregon State Central Administrative Resource a secured access website of online tasks providing staff and faculty with fill-in forms and step-by-step instructions for a wide range of business purposes.

Top

P

Pay Period

The inclusive calendar dates for which pay is issued.  At OSU, pay periods are from the 1st through the 31st of the month for salaried employees and from the 16th of the prior month through the 15th of the current month for hourly paid employees.

Payday

The day on which pay is issued to employees.  Payday is always the last working day of the month. 

Payroll Draw

An amount, not to exceed 60% (75% for hourly students) of pay already earned as of the date submitted but not yet paid for the current pay period, issued to an employee with appropriate approval. Draws are only available for emergencies or late pay situations and limited to 3 draws per rolling 12 month period..  See PAY 602: Payroll Draws

Payroll Payment

Net pay issued in the form of a check or Direct Deposit payment.

PYAHOUR

Banner online Time Entry form that allows monthly entry of hours for hourly employees, exception time for salaried employees, changes in time/labor distribution, and entry of leaves taken.

Q

R

Regular Payroll

The standard payroll used to process pay for all OSU employees. Pay is issued on the last workday of each month.

Top

S

SAIF (State Accident Insurance Fund)

The state’s self-insured carrier for workers’ compensation insurance for university employees.

Student Employee

An individual whose primary effort is directed toward receiving a formal education and whose work effort is part-time and secondary in nature.  A student employee may be enrolled in either a secondary or a post-secondary institution.

Summer Session Appointment

A teaching appointment during the summer session. Includes appointments for nine-month OSU faculty members and other OUS institution faculty members; Graduate Teaching Assistants appointed as instructors; and new faculty appointments. 

Summer Term Appointment

A non-teaching or research appointment given during the summer months (mid June – September.  The appointment dates are not necessarily tied to the Summer Session schedule.

System Student

Student enrolled at one of the 7 OUS universities (Eastern Oregon University, Oregon Institute of Technology, Oregon State University, Portland State University, Southern Oregon University, University of Oregon, and Western Oregon University, including dual enrollments.

Top

T

TDI

Tax Deferred Investments –for more information see OHR’s web page. http://oregonstate.edu/admin/hr/savingsopp.html

Termination

1)  Employment Term- End of all employment with OSU.  All of an employee’s records, jobs, deductions and employment records are terminated in the Banner system.

2) Job Term – Termination of an employee’s job record(s) (NBAJOBS) but not of their Banner employee record (PEAEMPL)

Time and Attendance Report Form (Time sheet)

Currently a paper document used to report an employee’s hours worked or leave taken. Use of leave without pay is also recorded. By itself, this document will not generate pay for an employee. OSU is moving away from paper to a new time and attendance system called EmpCenter.

Top

U

Unclassified Employee

An employee whose position falls within one of the following categories:

  • Academic service, including teaching, research, or public service; and/or
  • Unclassified service defined by OAR 580-020-0006.

Top

V

W

W-2 Form

IRS wage and tax statement form that summarizes an employee’s annual taxable wages and related compensation, income taxes, and certain payroll deductions in a calendar year.  See “Online W-2” above.  W-2’s are required to be mailed by January 31 of each year. 1042’s have a mid March deadline but are typically sent by early Feb.

W-4 Form

IRS form filed by an employee to claim withholding allowances for Federal and Oregon state income tax purposes.

Work Student Employment

Student who meets all Financial Aid award criteria and have been granted work-study funding via the Financial Aid Office, have obtained approved student employment and complied with all other employment requirements.

Top

X Y Z

003: List of Exhibits

Payroll Policy and Procedure Manual
Section 000: Introductory Material
Effective: 01/01/2001
Revised: 10/27/2004

Exhibit # Exhibit Name
PAY-Ex1 Unclassified Appointment Information Matrix
PAY-Ex2 Classified Appointment Information Matrix
PAY-Ex3 Coefficient Table for Computing FLSA Overtime Premium Pay
PAY-Ex4 OSU Work study Program Codes

Ex1: Unclassified Appointment Information Matrix

Payroll Policy and Procedure Manual
Section 000: Introductory Material
Revised: 5/7/2013

Unclassified Appointment Information Index

Category Unclassified
Salary
Unclassified Hourly Academic
Wage
Summer Session
Teaching
Research
Non-
Teaching
Teaching Acad.  Wage Teaching Non-
Teaching
Position C1xxxx C1xxxx C1xxxx C2xxxx C29xxx - Salaried C24xxx - Hourly C28xxx -Salaried C26xxx -Hourly
Suffix 00 00   00 00 00
Earn Code SAL SAL / * OAP SAL - UV
OAP - UW
SUM SMN
Acct. Code 10102 10103 10209 10209 10203 10204
Emp E-Class UA,UB,
UC,UD,
UX
UE,UF,
UG,
UH,
UY
UT UV,UW Same as primary position Same as primary position
Job E-Class UA,UB,
UC,UD,
UX
UE,UF,
UG,
UH,
UY
UT UV,UW UV, UW UV, UW
Form Unclassified Job Form Unclassified Job Form Unclassified Job Form Unclassified Job Form Summer Sess. Job Form Summer Sess. Job Form

Unclassified Appointment Information Index continued

Category Other
Stipend Overload
Pay
Sabbatical
Position C1xxxx C1xxxx C1xxxx
Suffix 77 00 11
Earn Code STI OVX -
Instructional
OVP - Non-
instructional
SAB
Acct. Code 10107 10201 -
Instructional
10202- Non-
instructional.
10123
Emp E-Class Same as primary Same as
primary
Same as primary
Job E-Class Same as primary Same as
primary
Same as primary
Form Pay Change Form Overload
Comp.
Request
Form
Leave Form

* Note: Foreign assignments, i.e. working long term out of country, such as Resident Program Director's, should be paid on earn code RFA with account code 10105.

Ex2: Classified Appointment Information Matrix

Payroll Policy and Procedure Manual
Section 000: Introductory Material
Revised: 4/11/2011

Classified Appointment Information Matrix

Category
Salaried
Hourly
Summer Position
Temporary
Position
C3XXXX
C3XXXX
C3XXXX
C4xxxx
Suffix
00
00
33
00
Earn Code
REG
REG
SMN
OCH
Account Code
10301
10301
10301
10410
Empl E-Class
CA CB
CD CE
CE
TS
Job E-Class
CA CB
CD CE
See primary position
TS
Pay Schedule
Monthly
Hourly
Hourly
Hourly
Job Form
Classified
Classified
Classified
Temporary

 

Ex3: Coefficient Table for Computing FLSA Overtime Premium Pay

Payroll Policy and Procedure Manual
Section 000: Introductory Material
Revised: 11/12/2008

Coefficient Table for Computing FLSA Overtime on Premium Pay

Column one lists the total number of hours worked. Column two shows the coefficients for each of the whole numbers in the first column. Other columns show the coefficient for fraction of hours (40.25, 40.75, etc.), column headings show these fractions.

FLSA
Hours

even

00.25

00.50

00.75

00.10

00.20

00.30

00.40

00.60

00.70

00.80

00.90

40 

0.000

0.003

0.006

0.009

0.0012

0.0025

0.0037

0.0050

0.0074

0.0086

0.0098

0.0110

41

0.012

0.015

0.018

0.021

0.0134

0.0146

0.0157

0.0169

0.0192

0.0204

0.0215

0.0227

42

0.024

0.027

0.029

0.032

0.0249

0.0261

0.0272

0.0283

0.0305

0.0316

0.0327

0.0338

43 

0.035

0.038

0.040

0.043

0.0360

0.0370

0.0381

0.0392

0.0413

0.0423

0.0434

0.0444

44 

0.045

0.048

0.051

0.053

0.0465

0.0475

0.0485

0.0495

0.0516

0.0526

0.0536

0.0546

45 

0.056

0.058

0.060

0.063

0.0565

0.0575

0.0585

0.0595

0.0614

0.0624

0.0633

0.0642

46 

0.065

0.068

0.070

0.072

0.0662

0.0671

0.0680

0.0690

0.0708

0.0717

0.0726

0.0736

47 

0.074

0.077

0.079

0.081

0.0754

0.0763

0.0772

0.0781

0.0798

0.0807

0.0816

0.0825

48 

0.083

0.085

0.088

0.090

0.0842

0.0851

0.0859

0.0868

0.0885

0.0893

0.0902

0.0910

49 

0.092

0.094

0.096

0.098

0.0927

0.0935

0.0943

0.0951

0.0968

0.0976

0.0984

0.0992

50

0.100

0.102

0.104

0.106

0.1008

0.1016

0.1024

0.1032

0.1047

0.1055

0.1063

0.1071

51 

0.108

0.110

0.112

0.114

0.1086

0.1094

0.1101

0.1109

0.1124

0.1132

0.1139

0.1146

52 

0.115

0.117

0.119

0.121

0.1161

0.119

0.1176

0.1183

0.1198

0.1205

0.1212

0.1219

53 

0.123

0.124

0.126

0.128

0.1234

0.1241

0.1248

0.1255

0.1269

0.1276

0.1283

0.1289

54

0.130

0.131

0.133

0.135

0.1303

0.1310

0.1317

0.1324

0.1337

0.1344

0.1350

0.1357

55

0.136

0.138

0.140

0.141

0.1370

0.1377

0.1383

0.1390

0.1403

0.1409

0.1416

0.1422

56

0.143

0.144

0.146

0.148

0.1435

0.1441

0.1448

0.1454

0.1466

0.1473

0.1479

0.1485

57 

0.149

0.151

0.152

0.154

0.1497

0.1503

0.1510

0.1516

0.1528

0.1534

0.1540

0.1546

58 

0.155

0.157

0.158

0.160

0.1558

0.1564

0.1569

0.1575

0.1587

0.1593

0.1599

0.1604

59 

0.161

0.162

0.164

0.165

0.1616

0.1622

0.1627

0.1633

0.1644

0.1650

0.1656

0.1661

60 

0.167

0.168

0.169

0.171

0.1672

0.1678

0.1683

0.1689

0.1700

0.1705

0.1711

0.1716

61 

0.172

0.173

0.175

0.176

0.1727

0.1732

0.1737

0.1743

0.1753

0.1759

0.1764

0.1769

62 

0.177

0.179

0.180

0.181

0.1779

0.1785

0.1790

0.1795

0.1805

0.1810

0.1815

0.1820

63 

0.183

0.184

0.185

0.186

0.1830

0.1835

0.1840

0.1845

0.1855

0.1860

0.1865

0.1870

64 

0.188

0.189

0.190

0.191

0.1881

0.1885

0.1890

0.1894

0.1904

0.1909

0.1914

0.1918

65

0.192

0.193

0.195

0.196

0.1928

0.1933

0.1937

0.1942

0.1951

0.1956

0.1960

0.1965

66 

0.197

0.198

0.199

0.200

0.1974

0.1979

0.1983

0.1988

0.997

0.2001

0.2006

0.2010

67

0.201

0.203

0.204

0.205

0.2019

0.2024

0.2028

0.2033

0.2041

0.2046

0.2050

0.2054

68 

0.206

0.207

0.208

0.209

0.2063

0.2067

0.2072

0.2076

0.2085

0.2089

0.2093

0.2097

69 

0.210

0.211

0.212

0.213

0.2106

0.2110

0.2114

0.2118

0.2126

0.2131

0.2135

0.2139

70 

0.214

0.215

0.216

0.217

0.2147

0.2151

0.2155

0.2159

0.2167

0.2171

0.2175

0.2179

Example #1:

Day Sunday Monday Tuesday Wednesday Thursday Friday Saturday
REG   8 8 8 8 8  
OTM   1.75         11
DSH   .75         11

This employee has worked a total of 52.75 hrs in a week and 11.75 hrs of shift differential.  (Note: premium pay earnings in this example is 11.75 X .75 = $8.81).

Formula:
8.81   X 12.75 = $1.06
52.75       2
OTD would be entered as
OTD 1 @ 1.06

Table:

Go to 52.75 on the table.  The coefficient to use is .121, and multiplies by premium pay earnings during overtime. (8.81 X .121 = 1.06)

Example #2:

Day Sunday Monday Tuesday Wednesday Thursday Friday Saturday
REG   8 8 8 8 8  
OTM   2 2 2 2 .5 2
DSH   1 1 1 1   2

This employee has worked a total of 50.5 hrs this week and 6 hrs of shift differential.  (Note: premium pay earnings in this example is 6 X .75 = $4.50).

Formula:
4.50   X 10.5 = $.47
50.5       2
OTD would be entered as
OTD 1 @ .47

Table:

Go to 50.5 on the table. The coefficient to use is .104, and multiplies by the premium pay earnings during overtime. (4.50 X .104 = .47).

Ex4: OSU Program Codes

Payroll Policy and Procedure Manual
Section 000: Introductory Material
Revised: 4/11/2011

The correct work study index to charge work study student labor to is based on the program code contained in the FOAPAL to which the pay is to be charged. The chart below should help you find the correct index."  

Index  

Title/Description 

Program Code 

ED019A

Instruction & Department Research

01100
03xxx
05000
07002-9
09000
20910
24000
30400

Reg. Instruction/Dept. Research
Sponsored Instruction
Summer Session Instruction
Continuing Education
Other Instruction and workshops
Extended Education (Ext Campus-DCE)
VMD – OSU Vet Teaching Hospital
Educational Media Services

ED019C

Library

30001

Libraries

ED019D

Student Services

40002
40200
40400
40600
40800
46500

Student Services Administration
Counseling & Career Guidance
Student Admissions & Registration
Financial Aid Services
Other Student Services
Student Health Services

ED019F

General Administration

61000
5xxxx

Institutional Management
Facility Maintenance

ED019G

Service Departments

99100

Service Departments

ED019J

Sponsored Public Service
Extension/Extended
ED/Research

12000
13000
15xxx
16xxx
17xxx
18xxx
201xx
20300
20450
20600
21xxx

Forestry Research Laboratory
Other Institutes & Research Centers
Sponsored Research
Vessel Operations
Research Cost Sharing
Other Sponsored Activities
Sponsored Public Service
Sponsored Public Service Cost Share
Sponsored Public Service Cost Share
Other Public Services
Extension Programs (except 21010)

ED019K 

Auxiliary Enterprises

30200
450xx
455xx
456xx
46000
47000
47500
48xxx

Museums & Galleries
Housing and Food Services
Student Centers/Activities (MU)
Student Centers/Activities (MU)
Intercollegiate Athletics
Parking Operations
Bookstores
Other Auxiliary Enterprises

ED019L

AG EXP Station

11xxx

Ag Exp Stations Research
   (except 11200)

ED019M

Departmental Administration

01800
07001
11200
21010
30600
30800

Departmental Academic Support
Continuing Education Operations Admin
AES Administrative Support
Extension Services Admin
Academic Administration
Other Academic Support

004: Frequently Asked Questions (FAQ's)- Payroll

Payroll Policy and Procedure Manual
Section 000: Introductory Material
Effective: 01/01/2001
Revised: 12/20/2012

FAQ's For Employees FAQ's For Departments

004-02: FAQ's For Departments

Payroll Policy and Procedure Manual
Section 000: Introductory Material
Effective: 01/01/2001
Revised: 12/27/2012

 

Benefits

  • What does an employee need to do to obtain staff tuition fee benefits?  Answer

Checks

  • An employee did not receive a check this payday.  Where is their paycheck?  Answer
  • What is a manual check?  Answer

Deductions/OPE

  • What are the BDCA codes on NYIEDST and NYIDIST?  How can I tell what the BDCA codes are?  Are these employer or employee charges?  Answer
  • What is the percentage for OPE?  Answer

Pay - Holiday

  • If classified employees worked on a holiday, how are they compensated?  Answer
  • What happens when the holiday is on classified employee's regularly scheduled day off?  Answer
  • How is holiday time entered into PYAHOUR?  Answer

Pay - Overload

  • How do I pay overload earnings?  Answer

Pay - Overtime

  • What is overtime?  Answer
  • Can student employees earn overtime pay?  Answer

Set Up

  • What is an ECLS?  Where can I find E-Classes?  Answer
  • What is the relationship between all of the "Org" numbers associated with an employee?  Answer
  • What are the student job suffixes?  Answer
  • How do I know which suffix to use for graduate student positions?  Answer

Termination Pay

  • How do I process a termination pay?  Answer
  • An employee is terminating or retiring and not returning to work. What paperwork is required?  Answer
  • If an employee is terminating, will they be paid for their vacation leave?  Answer

Time Entry

  • What are you supposed to do if you get "kicked out" of PYAHOUR?  Answer
  • What do I do if the index ZNOPAY or ZARPxx appears in PYAHOUR?  Answer
  • Can I adjust salaried employees’ pay (including grads) by adjusting their hours in PYAHOUR?  Answer

Work Study

  • If a student is already on payroll, then receives Work Study funds, how do I set them up?  Answer
  • Where do I find the Work Study federal indexes?  Answer
  • What earn code do I use for prior month Work Study pay?  Answer
  • The Labor Distribution does not default both the department and Work Study indexes in PYAHOUR.  What is wrong?  Answer    

W-2

 

Answers - FAQ's For Departments

What does an employee need to do if to take advantage of the staff fee?

Refer to Staff Fee Information on the Office of Human Resources website.  Return

An employee did not receive a check this payday.  Where is their paycheck? 

First determine if pay was issued by checking Banner screen PYILIST.

  • If the Seq. No is zero, verify Banner screen PYIVERI, Check/Earn ORG to see where the check or earnings statement was sent.
  • If the sequence number is not zero and the event type is M, a manual check was processed.  Verify if someone in the BC has picked up the checks from Central Payroll.  Return

What is a manual check?

Manual checks are any checks not processed through the regular end of month payroll process. Manual checks are available Tuesday and Friday.  They are also processed for Payday, and the first business day after Payday.  Return

What are the BDCA codes on NYIEDST and NYIDIST?  How can I tell what the BDCA codes are?  Are these employer or employee charges?

The BDCA (benefit and deduction) codes display employer’s other payroll expenses (OPE) charged to departments. A description of these codes is available from the HRIS Website link, BDCA: Benefit & Deduction Codes. Earnings are also displayed on the NYIEDST and NYIDIST forms.  See the Earn Code Tables on the Business Affairs website.  Return

What is the percentage for OPE?

OPE (other payroll expenses) is the cost to a department for an employee in addition to wages.  OPE is made up of both percentage (Social Security, etc.) and fixed amounts (Medical Insurance, etc.)  For more information about OPE, refer to the Payroll Policies and Procedures Manual. Specific deduction rates are available on Banner screen NTRFRNG. This information is also available online on the Office of Budget and Fiscal Planning websiteReturn

If classified employees worked on a holiday, how are they compensated?

The employees will receive regular pay at straight time and additional pay at time and a half or comp time hours at time and a half.  Return

What happens when the holiday is on classified employee's regularly scheduled day off?

What happens when the holiday is on classified employee's regularly scheduled day off?

Enter the straight-time number of hours in PYAHOUR based on the employee's appointment percent for that day using the LEO earn code. On the time sheet in the REMARKS box, make a note of the entry, i.e. "holiday on (date) was on the regular day off, entered (_) hours of LEO." This will give the employee comp time at the straight-time rate for their irregular schedule to take at a later time.  Return

How is holiday time entered during time entry?

Holiday pay is considered straight pay and does not need to be entered separately.  Return

How do I pay overload earnings?

After the Overload has been approved, Business Center staff enter the earnings into PYAHOUR when it is open for the month. If this employee's job record is represented by a different BC, you will need to provide the pay information to the BC that enters the employees pay.

What is overtime?

Overtime accrues for overtime-eligible employees who work in excess of 40 hours per week and is paid at time and a half.  Return

Can student employees earn overtime pay?

It is possible for some students to earn overtime. Overtime is computed on hours worked over 40 per week. Non-international students who are not on Work Study programs or graduate appointments are eligible to work overtime between terms.  Return

When is a CO-NRA  form required?   Form 8233?

See the Employee Class Codes on the Office of Human Resources website.  Return

What is the relationship between all of the "Org" numbers associated with an employee?

Each employee has one Home Org. The Home Org is visible on PYIVERI. When an employee has multiple jobs, the Home Org designates the org associated with the job that gives the employee the highest level of benefit or leave eligibility.

Each position has a unique Timesheet Org. Employees can have multiple job records. The Timesheet Org is on the NYIJOBS record. If an employee worked at the MU and the English Department, they would have different Timesheet Orgs on each job record.   PYAHOUR access is granted based on Timesheet Orgs.

Check Delivery Org determines to what department an employee’s paycheck or earnings statement is delivered.  Employees designate this by completing the Pay Delivery Authorization Form. The employee may request the Payroll Window (Org 410500) as his/her Check Delivery Org. The safest and quickest way for employees to be paid is by Direct Deposit.  See the InfOSU website.  Return

What are the student job suffixes?

“00” is the suffix for regular student jobs; “55” is the suffix used for student employees on stipends (monthly salaried). The HR Business Center must approve the use of the 55 suffix on an individual basis.  Return

How do I know which suffix to use for graduate student positions?

Suffixes differentiate between different types of graduate assistant positions. Most positions will use the suffix 00 for both GRAs and GTAs. If their work is not academically associated but is service in nature, suffix 05 is used in place of 00.  See the chart below.

Suffix

Academic or Service Work

00

Academic

05

Service

For more information on suffixes see the Understanding Positions and Suffixes webpage on the Business Affairs website.  Return

How do I process a termination pay?

If possible, this should be done in PYAHOUR.  Business Center HR can verify vacation balances to be paid out. If PYAHOUR is not available before the termination, fill out a Termination Pay Request form and send it to Payroll. Return

An employee is terminating or retiring and not returning to work. What paperwork is required?

Submit a Termination Form and attach a letter of resignation or have the employee sign the form. All final pay, including vacation pay, must be included in the employee's final check.  Return

If an employee is terminating, will they be paid for their vacation leave?

For Classified employees, up to 250 hours of vacation leave may be paid, unless the employee has not completed the six full months’ of service. For Unclassified employees, up to 180 hours of vacation leave may be paid, unless the employee has not completed the six full months’ of service. Return

What are you supposed to do if you get "kicked out" of PYAHOUR?

Try logging back in. If you are still unsuccessful, contact Payroll or OHR.  Return

What do I do if the index ZNOPAY or ZARPxx appears in PYAHOUR?

If index ZNOPAY or ZARPxx appears in PYAHOUR, change the labor distribution to the correct index(s) for the month. To permanently correct the default labor for next month, submit the correct Labor Distribution Form to the appropriate Business Center or complete an EPAF form in Oscar. The form is also available on the OSCAR website.  Return

Can I adjust salaried employees’ pay (including grads) by adjusting their hours in PYAHOUR?

 No, changing hours worked in PYAHOUR for salaried employees does not change monthly pay.  A Pay Change Form must be submitted to change the monthly pay. Default hours in PYAHOUR should never be altered.  The only exception to this rule is where part-time classified employees (CB's) have worked additional regular hours.  See the Business Affairs website for additional information on this exception.  Return

If a student is already on payroll, then receives Work Study funds, how do I set them up?

Complete the Labor Distribution Form available in OSCAR. Click on Download forms and scroll to Labor Distribution Change. Be sure to enable Macros if prompted.   Enter department index (25%) and Work Study index (75%) and write, “default,” in the month/year.  Attach the Work Study referral form and send to the Payroll Office.  Return

Where do I find the Work Study federal indexes?

Work Study indexes are based on the program code in the department index.  Refer to PAY-Ex4: OSU Program CodesReturn

What earn code do I use for prior month Work Study pay?

The earn code RW5 has been designated for prior month Work Study.  For a list of all student earn codes refer to Undergraduate Student Earn Codes on the Office of Human Resources website or Section 200: Payment of Student Employees in the Payroll Policy & Procedure Manual.  Return

The Labor Distribution does not default both the department and Work Study indexes in PYAHOUR.  What is wrong?

Even if a student returns to the same Work Study position as last year, the Labor Distribution reverts 100% to departmental index at the end of every fiscal year.  The department can correct this by changing the labor distribution in PYAHOUR, then follow up with a Labor Distribution form.  Return

What is a W-2?

Form W-2 is a federal statement that summarizes an employee’s annual taxable wages and related compensation, income taxes, and certain payroll deductions in a calendar year.  Return

What is Online W-2?

Online W-2 is an online service that enables the employee to view and print W-2s as far back as 1999.  Refer to MyOSUReturn

004-01: FAQ's For Employees

Payroll Policy and Procedure Manual
Section 000: Introductory Material
Effective: 01/01/2001
Revised: 12/27/2012

Appointment

  1. I am on a 1040 appointment. Who keeps track of my hours so I don’t go over?  Answer
  2. Can I sign up to have my 9-month salary spread over 12 months?  Answer
  3. Where do I sign up and complete new hire paperwork for Payroll?  Answer

Checks

  1. I did not get a paycheck on payday. Who do I contact about my paycheck?  Answer
  2. Where do I get my check or earning statement?  Answer
  3. I don't think my check amount is correct.  Who do I contact?  Answer
  4. My check was lost, shredded, washed, torn, etc. What should I do?  Answer
  5. Why did I get a manual check when I have direct deposit?  Answer
  6. I signed up for direct deposit, but when I checked my bank account on payday, nothing was deposited.  Where is my pay?  Answer
  7. Can I get an advance on my paycheck?  Answer

Deductions

  1. As a Graduate Assistant, do I have to have medical insurance?  Answer

Direct Deposit

  1. What is Direct Deposit and how can I sign up?  Answer

Earnings Statement

  1. I lost my earning statement, how do I get another one?  Answer

International

  1. When is a CO-NRA  form (Alien Information Request) required?   Form 8233?  Where Can I get these forms?  Answer

Pay Amount

  1. What is the minimum wage?  Answer
  2. I worked more hours this month. Why does it not show on my paycheck?  Answer

Payroll Office

  1. When is payday?  Answer
  2. As a new employee, when will new I receive my first paycheck?  Answer
  3. Where is the Payroll Office located, and what are your hours?  Answer

Personal Changes

  1. How do I change my address, telephone number, campus address, or other personal data university records?  Answer
  2. What documentation is needed for a name change?  Answer

W-2

  1. Where was my W-2 sent?   When was it mailed?  Answer

W-4

  1. What are the deadlines for turning in my W-4 form and check delivery form?  Answer
  2. How can I change my tax withholding?  Answer

Top

Answers

I am on a 1040 appointment. Who keeps track of my hours so I don’t go over?

While your Business Center or supervisor may audit this,  you, the employee, are ultimately responsible for  tracking your own hours to insure you do not exceed the 1039-hour limitation. Return

Can I sign up to have my 9-month salary spread over 12 months?

This option is referred to as deferred pay and is only available to 9-month unclassified employees, who receive a regular monthly salary.  The deadline to sign up for this option is September 15th. You may request additional information from the Payroll office.  Return

Where do I sign up for Payroll?

You should contact  your Business Center.   In most cases, they would have provided you with all that was required.  Return

I did not get a paycheck on payday. What should I do to find my check?

Check with your Business Center payroll administrator to insure a paycheck was issued.  If pay was issued, they will be able to verify your check delivery.  If they cannot locate your check, they will contact Central Payroll for assistance in locating it.  Check deliveries are based on the most recent Pay Delivery Authorization completed by the employee.  Return

Where do I get my check or earning statement?

Checks are distributed based on what the employee requested on their last Check Delivery Authorization form.  Checks can be delivered to the department or picked up at the payroll window.  If your pay is direct deposited, your earnings statement is available to you on-line via MyOSU at myosu.oregonstate.edu   Return

I don't think my check amount is correct.  What should I do?

First, if you think your gross pay (the amount before deductions) is incorrect contact your Business Center Payroll Administrator to verify the hours and rate used for the pay period in question.  Full time salaried employee’s total hours (hrs worked plus leave taken) should equal 173.33.  This average is based on a standard of 2080 hours per year.

Secondly, if you believe the net pay (amount after deductions) is incorrect, compare your deductions to those from the previous month.  If taxable gross for federal and state taxes on your earnings statement is greater than your gross earnings for the pay period check to see if you received a taxable benefit such as Tuition Reduction.  These benefits are taxable and can result in increased withholding for federal and state taxes, which reduces net pay.  If this does not resolve your concerns, contact Central Payroll.  Return

My check was lost, shredded, washed, torn, etc. What should I do? 

You should bring what is left of the check to the Central Payroll Office and complete a lost/destroyed check affidavit.  Payroll will verify the check’s status and re-issue, if necessary.  Consider signing up for Direct Deposit, which is the safest and quickest way for you to receive your money. You may sign up online at MyOSU.  After logging in select:

  • Employee Information
  • Pay Information
  • Direct Deposit Details about Direct Deposit are also found in PAY 102-01: Direct Deposit  Return

Why did I get a manual check when I have direct deposit?

Manual checks are processed to issue payment to employees when paperwork was received too late to be included in the monthly payroll processing.  Manual checks are also processed when corrections are made, or when a termination (or final) pay is processed. Only payments processed in the regular monthly payroll can be directly deposited.  Return

I signed up for direct deposit, but when I checked my bank account on payday, nothing was deposited.  Where is my pay?

The first month’s pay may be issued as a check while your banking information is prenoted, i.e. verified by the bank.  Depending on when you signed up, it may not prenote prior to the first payroll after signing up.  Verify with your payroll administrator that pay was issued. . Under normal circumstances,  if it’s a check it is sent to your employing dept. Return

Can I get an advance on my paycheck? 

No, however if you have a true emergency you may request an Emergency Draw.  Contact your Business Center.  They (and you) must fill out the Emergency Draw request and Disbursement forms.  Students may draw 75% of the amount they have earned to date of the request. All others can draw 60% of the amount they have earned to date.  Return

As a Graduate Assistant, am I eligible for health insurance? 

If you are on a grad appointment of at least 0.2 FTE, and enrolled fulltime, you are required to enroll in the mandatory health insurance plan, unless you can properly secure a waiver.  The health insurance plan is administered by OSU Student Health ServicesReturn

What is Direct Deposit and how can I sign up? 

Direct Deposit is the safest and quickest way for you to receive your money. For details, refer to PAY 102-01: Direct DepositReturn

I lost my earning statement, how do I get another one? 

Via MyOSU, you can view both earnings and deduction detail.  If the pay was direct deposited, you can reprint the earnings statement yourself, should a hard copy be needed.   Central Payroll can  reprint an official copy of the actual statement if required but a fee may be charged if more than one duplicate is requested.  Reprints are generated on a weekly basis.  Return

When is a CO-NRA  form required?   Form 8233? 

Form CO-NRA must be completed for every Non-Resident employee at the time of hiring.  This form must be re-filed every calendar year in Jan. so long as they remain an employee.  Form 8233 instructions and filing schedule can be found on the IRS website.  Both forms can be picked up at the Payroll window.  Form CO-NRA is also available on the Oregon State Central Administrative Resource (OSCAR) website or the Oregon University System (OUS) websiteReturn

What is the minimum wage? 

Refer to Oregon Bureau of Labor and Industries (BOLI) website for current data.  Return

I worked more hours this month. Why does it not show on my paycheck? 

The pay period for hourly employees is from the 16th of the prior month through the 15th of the current month, payable on the last business day of the month. If hours paid do not match with hours worked during this period, contact your Business Center payroll administrator. Return

When is payday? 

Payday is always the last working day of each month.  Return

As a new employee, when will I receive my first paycheck? 

Payday is the last working day of each month. If hiring paperwork is delayed for whatever reason and not sent in time for the current month, your first paycheck may be processed in the form of a manual check.  Manual checks are generated twice a week.   Employees may request a new employee payroll draw by contacting their Business Center payroll administrator.  Return

Where is the Payroll Office located, and what are your hours?

Payroll related questions may be found at the Payroll website.  Payroll is located inside the main lobby of the Kerr Administration Building, room B106, window 18.  Office hours are 8:30 AM to 4:30 PM, Monday through Friday, and 8:00 AM - 4:30 PM on paydays.  Return

How do I change my address, telephone number, campus address?

You can change your home address and telephone, or e-mail address on-line through MyOSU .  You can also change your Direct Deposit and W-4 online through MyOSU. Changes to office address, telephone or fax numbers should be directed to your departmental telephone coordinator.  Return

What documentation is needed for a name change? 

Page 1 of the Personal Demographic form, a new W-4 Form and Pay Delivery Authorization, and a new I-9 form, accompanied by a Social Security card and picture ID reflecting the new name. The forms are available on the OSCAR website.  Return

Where was my W-2 sent?   When was it mailed?

Your W-2 is mailed to your current mailing address on file by January 31st. It is recommended that all employees review their current mailing address and make any necessary updates prior to Jan 10th each year to ensure a correct mailing address for their W-2. W-2’s are also available on-line at MyOSU in early February. Return

What are the deadlines for turning in my W-4 form and check delivery form?

Both of these forms are due in the Payroll Office by 5:00 PM on the 15th of the month, to be effective for that month. Both forms can also be submitted on-line via MyOSUReturn

How can I change my tax withholding?

W-4 forms are available on the OSCAR website or the IRS website (pdf format). Complete the form on line, print, sign and submit the completed form to Central Payroll.  A new W-4 form can also be obtained from Central Payroll. Employees may also change their W-4 on-line through MyOSUReturn