400 Payment of Unclassified Employees

401: Unclassified Appointment

Payroll Policy and Procedure Manual
Section 400: Payment of Unclassified Employees
Effective: 01/01/2001
Revised: 09/11/2012

  • 401 Unclassified Appointment
  • 401-01 Job and Labor Distribution Tasks
  • 401-02 Pay Methods - Default / Hourly Pay
  • 401-03 Accounting for Labor Charges

Background Information

Unclassified salary is paid to regular fixed-term, tenure track, or tenured faculty members who have been hired to meet ongoing university missions of teaching, research, extension, and service. 

Unclassified positions include professorial, research, and instructor positions as well as unclassified administrative appointments.  For a complete list and definitions see the Academic Appointment Guidelines on the Human Resources website.  

Top

Procedure

401: Unclassified Appointment

401-01 Job and Labor Distribution Tasks

401-01a New Hire / Job Change Tasks

  • Use the Job Tasks menu in the Oregon State Central Administrative Resources (OSCAR) website to authorize pay for initial appointments, report changes of appointment %, and to report changes in contract length during the fiscal year.
  • To obtain this form,  After logging in (OSCAR) website, go to Business Center Tasks and complete the appropriate online tasks.
  • Each Business Center creates, routes and approves the Job Tasks via EPAF processing.

401-01b Labor DistributionTask

  • Use the Labor Distribution Task to report changes to prior, current, or future distributions.
  • To access this task, log onto OSCAR, click on "Online Tasks" - "Payroll Changes" and click on "Job Labor Distribution Change form" (excel format).  It is also found in the Downloadable Forms.
  • Each Business Center enters their own Labor Distribution tasks/forms.   Only redistributions crossing fiscal years or redistributions on grants going back more than 3 months need to be approved by the Office of Post Award Administration (OPAA).;

Top

401-02 Pay Methods - Default/Hourly Pay

401-02a  Default Pay

  • Default pay is used for all regular academic appointments, ie. Salaried unclassified employees.
  • Pay issued covers the period from the first of the month through the end of the month.

401-02b Hourly Pay

  • Hourly pay is used for additional other academic pay, academic Sea Pay differential, overtime for any overtime-eligible employees and vacation payouts.
  • Hourly pay is used for overtime on any overtime-eligible employees, academic sea pay differential and other academic pay. and in processing vacation payout's.
  • Payroll data is entered in PYAHOUR during time entry each month.  Refer to the Payroll Calendar for specific dates.
  • Refer to Unclassified/Faculty Earn Codes for the correct Earn Codes and Account Codes to use.

Top

401-03  Accounting for Labor Charges

Labor is charged to specific indexes and account codes.  Use of activity codes is generally at the discretion the department.

401-03a  Index & Account Code

  • Must be an open and valid index owned by the employing department.
  • The index should must remain open through the last day of the month payment issued to the employee.  Otherwise it may error out when posted to finance.
  • Refer to Unclassified/Faculty Earn Codes for account code information.

Top

Additional Information

See PAY-Ex1: Unclassified Employee Information Matrix for additional information.

402: Academic Wage Appointment

Payroll Policy and Procedure Manual
Section 400: Payment of Unclassified Employees
Effective: 01/01/2001
Revised: 10/27/2004

  • 402 Academic Wage Appointment
  • 402-01 Payment Process
  • 402-02 Job and Labor Distribution Forms
  • 402-03 Pay Methods - Default / Hourly Pay
  • 402-04 Social Security Exemption
  • 402-05 Accounting for Labor Charges

 

Definition

Academic Wage Appointment

Unclassified appointments intended for short term, non-recurring, non-teaching assignments, typically 90 calendar days or less in duration.  Term also used for unclassified 1040-hour appointments (returning retirees in unclassified positions).  For more information refer to Human Resources publication, Academic Wage Appointments.

Top

Procedure

402 Academic Wage Appointment

402-01 Payment Process

  • After logging in on the Oregon State Central Administrative Resources (OSCAR) website, click on "Online Tasks" - "Hire Employee" - "Academic Wage" and complete the appropriate online task.  
  • Enter monthly timecard data in PYAHOUR for hourly employees (UW e-class).
  • Archive time sheets for hourly employees.   

Top

402-02 Job and Labor Distribution Forms

402-02a  Job Form      

  • The Job Form is used to authorize pay for initial appointments, report changes of appointment %, and to report changes in contract length during the fiscal year.
  • To obtain this form, log onto the Oregon State Central Administrative Resources (OSCAR) website, click on "Online Tasks" - "Hire Employee" - "Academic Wage" and complete the appropriate online task.
  • Job forms should be routed to OHR.

402-02b Labor Distribution Form    

  • Use the Labor Distribution form to report changes to prior, current, or future distributions
  • To obtain this form, log onto OSCAR, click on "Online Tasks" - "Payroll Changes" scroll to "Miscellaneous" - "Labor Distribution form" (excel format).
  • Forward Labor Distribution forms to OHR for new hires and send directly to the Payroll Office for changes of labor distributions.

Top

402-03 Pay Methods - Default/Hourly Pay

402-03a  Default Pay   

  • Default Pay is used for all monthly salaried academic appointments (UV e-class)
  • Pay is issued for the period from the first of the month through the end of the month.

402-03b Hourly Pay    

  • Hourly Pay is used for all hourly salaried academic appointments (UW e-class)
  • Pay is issued for the period from the 16th of the prior month through the 15th of the current month.
  • Hourly pay is used to pay overtime for any overtime eligible employees, sea pay and other differentials as well as processing vacation payout's.
  • Payroll data is entered in PYAHOUR during time entry each month.  Refer to the Payroll Calendar for specific dates.
  • Refer to Unclassified/Faculty Earn Codes for the correct Earn Codes and Account Codes to use.

Top

402-04  Social Security Exemption 

All academic wage employees are subject to Social Security and Medicare withholding unless they qualify for a non-resident alien exemption.

Top

402-05  Accounting for Labor Charges

Labor is charged to specific indexes and account codes.  Use of activity codes is the choice of the department.

402-05a  Index  

  • Must be an open index owned by the employing department.
  • Must remain open through the last day of the month payment is issued to the employee.

402-05b  Account Code

Refer to Unclassified/Faculty Earn Codes for account code information.

Top

Additional Information

See PAY-Ex1: Unclassified Appointment Information Matrix.

403: Summer Session Appointment

Payroll Policy and Procedure Manual
Section 400: Payment of Unclassified Employees
Effective: 01/01/2001
Revised: 03/23/2011

  • 403 Summer Session Appointment
  • 403-01 Payment Process
  • 403-02 Pay and Labor Distribution Authorization Forms
  • 403-03 Pay Methods
  • 403-04 Social Security Exemption
  • 403-05 Accounting for Labor Charges

 

Definition

Summer Session Appointment

A teaching appointment for 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. 

Top

Procedure

403 Summer Session Appointment

403-01 Payment Process

After logging in on the Oregon State Central Administrative Resources (OSCAR) website, click on "Online Tasks" - "Hire Employee" - "Summer" and complete the appropriate online task.  

Top

403-02  Job and Labor Distribution Forms

403-02a  Job Form

  • The Job Form is used to authorize pay for initial appointments, report changes of appointment %, and to report changes in contract length during the fiscal year.
  • To obtain this form, log onto the Oregon State Central Administrative Resources (OSCAR) website, click on "Online Tasks" - "Hire Employee" - "Summer" and complete the appropriate online task.
  • Job forms should be routed to OHR.

403-02b Labor Distribution Form

  • The Labor Distribution Form is used to report changes to prior, current, or future distributions.
  • To obtain this form, log onto OSCAR, click on "Online Tasks" - "Payroll Changes" scroll to "Miscellaneous" - "Labor Distribution form" (excel format).
  • Labor Distribution forms should be forwarded to OHR for new hires and sent directly to the Payroll Office for changes of labor distributions.

Top

403-03 Pay Methods - Default / Hourly Pay

403-03a  Default Pay

  • Default Pay is used for all monthly salaried academic appointments (UV e-class)
  • Pay is issued for the period from the first of the month through the end of the month.

403-03b Hourly Pay

  • Hourly Pay is used for all hourly salaried academic appointments (UW e-class)
  • Pay is issued for the period from the 16th of the prior month through the 15th of the current month.
  • Pay is entered in PYAHOUR during time entry each month.  Refer to the Payroll Calendar for specific dates.
  • Refer to Unclassified/Faculty Earn Codes for the correct Earn Codes and Account Codes to use.

Top

403-04  Social Security Exemption

All academic employees are subject to Social Security and Medicare withholding unless they qualify for a non-resident alien exemption.

Top

403-05  Accounting for Labor Charges

Labor is charged to specific indexes and account codes.  Use of activity codes is the choice of the department.

403-05a  Index

  • Must be an open index owned by the employing department.
  • Must remain open through the last day of the month payment is issued to the employee.

403-05b  Account Code

Refer to Unclassified/Faculty Earn Codes for account code information.

Top

Additional Information

See PAY-Ex1: Unclassified Appointment Information Matrix.

404: Summer Academic Pay

Payroll Policy and Procedure Manual
Section 400: Payment of Unclassified Employees
Effective: 01/01/2001
Revised: 08/31/2007

  • 404 Summer Academic Pay
  • 404-01 Payment Process
  • 404-02 Job and Labor Distribution Forms
  • 404-03 Pay Methods - Default / Hourly Pay
  • 404-04 Social Security Exemption
  • 404-05 Accounting for Labor Charges

 

Definition

Summer Academic Pay

A non-instructional appointment for summer session.  Includes appointments for nine-month OSU faculty members and other OUS institution faculty members.  For detailed information refer to a Summer Appointment Guide (pdf format).

Top

Procedure

404 Summer Academic Pay

404-01 Payment Process

  • After logging in on the Oregon State Central Administrative Resources (OSCAR) website, click on "Online Tasks" - "Hire Employee" - "Summer" and complete the appropriate online task.  
  • Enter monthly timecard data in PYAHOUR for hourly employees (UW e-class).
  • Archive time sheets for hourly employees.   

Top

404-02  Job and Labor Distribution Forms

404-02a  Job Form

  • Use the Job Form to authorize pay for initial appointments, report changes of appointment %, and to report changes in contract length during the fiscal year.
  • To obtain this form, log onto the Oregon State Central Administrative Resources (OSCAR) website, click on "Online Tasks" - "Hire Employee" - "Summer" and complete the appropriate online task.
  • Job forms should be routed to OHR.

404-02b Labor Distribution Form

  • Use the Labor Distribution Form to report changes to prior, current, or future distributions
  • To obtain this form, log onto OSCAR, click on "Online Tasks" - "Payroll Changes" scroll to "Miscellaneous" - "Labor Distribution form" (excel format).
  • Labor Distribution forms should be forwarded to OHR for new hires and sent directly to the Payroll Office for changes of labor distributions.

Top

404-03 Pay Methods - Default/Hourly Pay

404-03a  Default Pay

  • Default pay is used for all monthly salaried academic appointments (UV e-class)
  • Pay is issued for the period from the first of the month through the end of the month.

404-03b Hourly Pay

  • Hourly pay is used for all hourly salaried academic appointments (UW e-class)
  • Pay is issued for the period from the 16th of the prior month through the 15th of the current month.
  • Pay is entered in PYAHOUR during time entry each month.  Refer to the Payroll Calendar for specific dates.
  • Refer to Unclassified/Faculty Earn Codes for the correct Earn Codes and Account Codes to use.

Top

404-04  Social Security Exemption

All academic employees are subject to Social Security and Medicare withholding unless they qualify for a non-resident alien exemption.

Top

404-05  Accounting for Labor Charges

Labor is charged to specific indexes and account codes.  Use of activity codes is the choice of the department.

404-05a Index

  • Must be an open index owned by the employing department.
  • Must remain open through the last day of the month payment is issued to the employee.

404-05b Account Code

Refer to Unclassified/Faculty Earn Codes for account code information.

Top

Additional Information

See PAY-Ex1: Unclassified Appointment Information Matrix.

405: Stipend

Payroll Policy and Procedure Manual
Section 400: Payment of Unclassified Employees
Effective: 01/01/2001
Revised: 10/27/2004

  • 405 Stipend
  • 405-01 Payment Process
  • 405-02 Pay Change and Labor Distribution Forms
  • 405-03 Pay Methods - Default Pay
  • 405-04 Social Security Exemption
  • 405-05 Accounting for Labor Charges

 

Definition

Stipend

Additional payments to unclassified staff associated with additional duties added to an employee's current job on a temporary basis.

Top

Procedure

405 Stipend

405-01 Payment Process

After logging in on the Oregon State Central Administrative Resources (OSCAR) website, click on "Online Tasks" - "Payroll Changes" - "Employment Changes" - "Unclassified" and complete the Base Pay Rate (Pay Change Form).

Top

405-02 Pay Change and Labor Distribution Forms

405-02a Pay Change Form

  • The Pay Change Form is used to establish the stipend amount and length and to report changes in amounts and length of stipend.
  • After logging in on the Oregon State Central Administrative Resources (OSCAR) website, click on "Online Tasks" - "Payroll Changes" - "Employment Changes" - "Unclassified" and complete the Base Pay Rate (Pay Change Form).  
  • Pay Change forms should be routed to OHR.

405-02b Labor Distribution Form

  • The Labor Distribution Form is used to report changes to prior, current, or future distributions
  • To obtain this form, log onto OSCAR, click on "Online Tasks" - "Payroll Changes" scroll to "Miscellaneous" - "Labor Distribution form" (excel format).
  • Labor Distribution forms should be sent directly to the Payroll Office for changes of labor distributions.

Top

405-03 Pay Methods - Default

  • Default Pay is used for all monthly stipend payments
  • Pay is issued for the period from the first of the month through the end of the month.

Top

405-04 Social Security Exemption

All academic employees are subject to Social Security and Medicare withholding unless they qualify for a non-resident alien exemption.

Top

405-05 Accounting for Labor Charges

Labor is charged to specific indexes and account codes. Use of activity codes is the choice of the department.

405-05a Index

  • Must be an open index owned by the employing department.
  • Must remain open through the last day of the month payment is issued to the employee.

405-05b Account Code

Top

Additional Information

See PAY-Ex1: Unclassified Appointment Information Matrix.

406: Overload

 

Payroll Policy and Procedure Manual
Section 400: Payment of Unclassified Employees
Effective: 01/01/2001
Revised: 10/27/2004

  • 406 Overload
  • 406-01 Payment Process
  • 406-02 Overload Compensation Request and Labor Distribution Forms
  • 406-03 Pay Methods - Unit Pay
  • 406-04 Social Security Exemption
  • 406-05 Accounting for Labor Charges

 

Definition

Overload

Overload compensation is any compensation, other than administrative stipend, paid to a faculty member for services in excess of full-time effort for institutional-sponsored activities. Overload pay is not to be paid on Federally Sponsored grants or contracts. Check with the Office of Post Award Administration.

Top

Procedure

406 Overload

406-01 Payment Process

  • After logging onto the Oregon State Central Administrative Resources (OSCAR) website, click on "Online Tasks" - "Hire Employee" scroll to "New Hire" - " Overload Compensation Request " and complete the form.

Top

406-02 Overload Compensation Request and Labor Distribution Forms

406-02a Overload Compensation Request

  • The Overload Compensation Request form is used to establish overload payments, set amount and length of overload pay and to end overload payments.
  • After logging onto the Oregon State Central Administrative Resources (OSCAR) website, click on "Online Tasks" - "Hire Employee" scroll to "New Hire" - " Overload Compensation Request " and complete the form.
  • The Overload Compensation Request form should be routed to OHR.

406-02b Labor Distribution Form

  • The Labor Distribution Form is used to report changes to prior, current, or future distributions.
  • To obtain this form, log onto OSCAR, click on "Online Tasks" - "Payroll Changes" scroll to "Miscellaneous" - "Labor Distribution form" (excel format).
  • Labor Distribution forms should be forwarded to OHR for new hires, sent directly to the Payroll Office for changes of labor distributions.

Top

406-03 Pay Methods - Unit Pay

  • Pay should be entered in PYAHOUR as 1 unit at the approved $ amount. This method is always used for overload pay.
  • If employee’s position is in a different time-sheet orgn., submit a Request for Employee Payment (pdf format) to the Payroll Office by the 15th of the month and they will enter it in PYAHOUR.

Top

406-04 Social Security Exemption

All academic employees are subject to Social Security and Medicare withholding unless they qualify for a non-resident alien exemption.

Top

406-05 Accounting for Labor Charges

Labor is charged to specific indexes and account codes.  Use of activity codes is the choice of the department.

406-05a Index

  • Must be an open index owned by the employing department.
  • Must remain open through the last day of the month payment is issued to the employee.

406-05b Account Code

Refer to Unclassified/Faculty Earn Codes for account code information.  

Top

Additional Information

See PAY-Ex1: Unclassified Appointment Information Matrix.

407: Sabbatical

Payroll Policy and Procedure Manual
Section 400: Payment of Unclassified Employees
Effective: 01/01/2001
Revised: 01/28/2011

  • 407 Sabbatical
  • 407-01 Payment Process
  • 407-02 Leave and Labor Distribution Forms
  • 407-03 Pay Methods
  • 407-04 Social Security Exemption
  • 407-05 Accounting for Labor Charges 

407 Sabbatical

Sabbaticals are intended to assist the University in improvement of its instruction, research, and service missions. Application forms may be obtained from Employee Records & Information, Office of Human Resources. The Sabbatical Leave Policy and Procedures are located on the Human Resources website (http://oregonstate.edu/admin/hr/).

Authorized employees may travel while on sabbatical leave for official university business.  Reimbursement for expenses incurred during sabbatical or other types of leave are warranted only in exceptional circumstances.  These costs must be pre-approved by the department head before the leave is taken.  A Travel Reimbursement Request form will be used to request a reimbursement for out-of-pocket expenses.  Prior approval from the Office of Post Award Administration is required for sabbatical travel charged to grant funds.  Refer to the OSU Grant, Contract & Gift Accounting Manual, GCG 209-01A Sabbatical Leave for additional information.

407-01 Payment Process

Please complete the Sabbatical Information and Labor Distribution sections of the Leave form with the assistance of your Business Center.

Top

407-02 Leave and Labor Distribution Forms

The Leave form is used both to put the primary position/suffix on leave-without-pay status and to establish pay on the position using a sabbatical suffix.

The Labor Distribution Form is used to report changes to prior, current, or future distributions. To obtain this form, log onto OSCAR, click on "Payroll Changes" and then scroll to "Job Labor Distribution Change".

Labor Distribution forms are handled within the Business Centers.  If the labor distribution crosses a fiscal year, it should be forwarded directly to the Office of Post Award Administration (OPAA) for approval.

Top

407-03 Pay Methods

Default Pay is used for all monthly stipend payments. Pay is issued for the period from the first of the month through the end of the month.

Top

407-04 Social Security Exemption

All employees are subject to Social Security and Medicare withholding unless they qualify for a non-resident alien exemption.

Top

407-05 Accounting for Labor Charges

Labor is charged to specific indexes and account codes.  Use of activity codes is the choice of the unit. The index must be open through the last day of the month in which payment is issued to the employee and the index must be owned by the employing unit.

Refer to Unclassified/Faculty Earn Codes for account code information.

Top

Additional Information

See PAY-Ex1: Unclassified Appointment Information Matrix.