Oregon State University

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

Contact Info

Site Maintained by: Office of Human Resources
Oregon State University, Corvallis, OR 97331
Contact us with your comments, questions and feedback
Copyright © 2009 Oregon State University | Disclaimer
Copyright ©  2014 Oregon State University
Disclaimer