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.
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.
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.
Payroll Policy and Procedure Manual
Section 000: Introductory Material
Effective: 01/01/2001
Revised: 12/27/2012
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|
Form for Foreign Person’s U.S. Source Income Subject To Withholding issued to non-resident aliens for income received during a calendar year.
A person employed in an 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.
See OHR website at http://oregonstate.edu/admin/hr/jobs/PurposeAW.html
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.
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.
The reporting system whereby Banner processing and reports are submitted and generated.
See Payroll Draw definition.
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.
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.
January 1 through December 31.
An employee whose position is determined to be in the classified bargaining unit represented by SEIU.
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.
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).
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.
This is a term that refers to salaried employees. Their pay “default’s” into Banner so only any exception time is entered.
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.
One of three pay delivery options. With this option an employee’s paycheck is routed to the employing department through campus mail.
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.
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.
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.
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.
The on-line performance evaluation system for all Classified, non-IT employee’s, available at MyOSU.
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.
Financial period from July 1st through June 30th.
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.
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.
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%.
Off-cycle payroll processing to accommodate late or final pay including adjustments to an existing payroll payment.
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.
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)
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.
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.
A person who is not a U.S. citizen or resident alien.
For employees on direct deposit, their pay statements are available to them on-line via the MyOSU Portal.
Web-based W-2 Wage and Tax Statement that is viewable and printable at via the MyOSU Portal.
All other costs of employment in addition to wages that are charged to the department, ie. Health contributions, FICA tax, retirement, etc.
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
Eastern Oregon University, Oregon Institute of Technology, Oregon State University, Portland State University, Southern Oregon University, University of Oregon, and Western Oregon University
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.
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.
The day on which pay is issued to employees. Payday is always the last working day of the month.
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
Net pay issued in the form of a check or Direct Deposit payment.
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.
The standard payroll used to process pay for all OSU employees. Pay is issued on the last workday of each month.
The state’s self-insured carrier for workers’ compensation insurance for university employees.
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.
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.
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.
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.
Tax Deferred Investments –for more information see OHR’s web page. http://oregonstate.edu/admin/hr/savingsopp.html
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)
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.
An employee whose position falls within one of the following categories:
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.
IRS form filed by an employee to claim withholding allowances for Federal and Oregon state income tax purposes.
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.
| 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 |
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.
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
|
Payroll Policy and Procedure Manual
Section 000: Introductory Material
Revised: 11/12/2008
|
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 |
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 |
| 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)
| 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).
Index |
Title/Description |
Program Code |
|
|
ED019A |
Instruction & Department Research |
01100 |
Reg. Instruction/Dept. Research |
|
ED019C |
Library |
30001 |
Libraries |
|
ED019D |
Student Services |
40002 |
Student Services Administration |
|
ED019F |
General Administration |
61000 |
Institutional Management |
|
ED019G |
Service Departments |
99100 |
Service Departments |
|
ED019J |
Sponsored Public Service |
12000 |
Forestry Research Laboratory |
|
ED019K |
Auxiliary Enterprises |
30200 |
Museums & Galleries |
|
ED019L |
AG EXP Station |
11xxx |
Ag Exp Stations Research |
|
ED019M |
Departmental Administration |
01800 |
Departmental Academic Support |
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 |
|---|---|
Payroll Policy and Procedure Manual
Section 000: Introductory Material
Effective: 01/01/2001
Revised: 12/27/2012
Refer to Staff Fee Information on the Office of Human Resources website. Return
First determine if pay was issued by checking Banner screen PYILIST.
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
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
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 website. Return
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?
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
Holiday pay is considered straight pay and does not need to be entered separately. Return
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.
Overtime accrues for overtime-eligible employees who work in excess of 40 hours per week and is paid at time and a half. Return
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
See the Employee Class Codes on the Office of Human Resources website. Return
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
“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
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
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
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
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
Try logging back in. If you are still unsuccessful, contact Payroll or OHR. Return
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
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
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
Work Study indexes are based on the program code in the department index. Refer to PAY-Ex4: OSU Program Codes. Return
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
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
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
Online W-2 is an online service that enables the employee to view and print W-2s as far back as 1999. Refer to MyOSU. Return
Payroll Policy and Procedure Manual
Section 000: Introductory Material
Effective: 01/01/2001
Revised: 12/27/2012
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
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
You should contact your Business Center. In most cases, they would have provided you with all that was required. Return
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
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
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
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:
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
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
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
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 Services. Return
Direct Deposit is the safest and quickest way for you to receive your money. For details, refer to PAY 102-01: Direct Deposit. Return
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
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) website. Return
Refer to Oregon Bureau of Labor and Industries (BOLI) website for current data. Return
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
Payday is always the last working day of each month. Return
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
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
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
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
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
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 MyOSU. Return
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 MyOSU. Return