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