Oregon State University

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).

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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.   

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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.

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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.

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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.

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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.

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Additional Information

See PAY-Ex1: Unclassified Appointment Information Matrix.

Contact Info

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