Oregon State University

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.

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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.   

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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.

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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.

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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.

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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.

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Additional Information

See PAY-Ex1: Unclassified Appointment Information Matrix.

Contact Info

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