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Accounting and Finance

I just returned from a business trip, what do I need to do to get reimbursed for my travel expenses?

I received an invoice from a vendor, what do I need to do to get it paid?

How do I charge to my department index at Fred Meyer?

How do I get an account for my department to charge at Costco?

What local restaurants are available for direct-billing when hosting an OSU business-related event?

I understand that OSU is trying to limit personal reimbursements, what are my purchasing options with local vendors such as OfficeMax, Staples, BiMart, OSU Bookstore, and Fred Meyer?

How do I find out what’s been spent so far on my grant or other index and what’s still available to spend?

I need the UABC to make a purchase for me, what forms do I need to complete to make that happen and where are they located?

I know that I can make my own departmental purchases on items less than $5000. What form should I use and where is it located?

 

Human Resources

How does employment verification work?

I am a 9-month employee. What happens to my benefits over the summer?

What do I do if I get hurt on the job?

How do I hire a new student employee?

Where do I pick up my check or earnings statement (Direct Deposit)?

There is a mistake on my paycheck. Who do I contact about correcting it?

How do I sign up for Direct Deposit of my paycheck?

How do I change my W-4 Tax Withholding?

Why did I get a manual check?

I am a new student employee. How do I sign up for payroll?

How do I opt out of a paper earnings statement?

I want to change a student employee’s pay rate. How do I do this?

 

 

 

 

I just returned from a business trip, what do I need to do to get reimbursed for my travel expenses?

Make a copy of all your receipts and completed documents and keep the copies for your records.

Give the original receipts to your department travel coordinator and ask them to initiate a reimbursement request for you or you may fill out the TRES document on your own if you have had the proper training.  If you try to create a document in OSU’s Travel Reimbursement Entry System (TRES) but find you cannot access the TRES form, please contact your CARE team accountant to request that a VP address be added for you in Banner.

Once you or your department travel coordinator has created a reimbursement request for you in TRES, a summary of your reimbursement request must be printed and signed by you and your supervisor.

Scan the signed form and receipts to the network folder or send them to the Business Center (University Plaza 1600 SW Western Blvd Suite 100).

Meanwhile you or your dept travel coordinator will forward the TRES document electronically to your CARE Team Accountant.

Documents are processed in the order received.  If reimbursement is more urgent than usual, please mark “RUSH” on the signed original TRES form and we’ll do everything we can to expedite payment.

Processing time varies, but those that don’t require extra attention or correction are currently completed within about two weeks.

Note:  Direct deposit is a convenient option for travel reimbursements.  Here are the instructions for signing up for Direct Deposit.

 

 

I received an invoice from a vendor, what do I need to do to get it paid?

Verify that the goods/services have been received. If not, contact the vendor to discuss the discrepancy.

Once the goods/services have been received “stamp” the face of the invoice with the UABC provided stamp. The top line of the stamp will contain the name of your department. Please write the index number and/or activity code you are going to charge on the appropriate line and have the department’s budget authority sign the invoice and indicate their approval to pay.

Send signed invoice with supporting documents to UABC using one of the following ways:

  • Scan to Network folder - or -
  • Send email with invoice and attachments to UABC.APInvoiceReply@oregonstate.edu - or -
  • Campus Mail UABC Accounting - University Plaza Suite 100

Note: If the invoice is scanned to UABC, the original documentation must be retained in your department for one year from the date it was scanned. You will find the Records Retention policy here: http://oregonstate.edu/fa/manuals/fis/1200.

If you would like to use a scanning option to deliver the invoice to UABC, please contact Janet Chenard. UABC will be able to provide individualized training for this option.

 

 

How do I charge to my department index at Fred Meyer?

You will first need to have an account set up with Fred Meyer. Contact John Devoe for the application, fill out the billing information and email it back to him at John.Devoe@oregonstate.edu.

Use your departmental purchase order form (save this fill-in document to your computer) and shop for allowable purchases. According to Fred Meyer, a purchase order should have a couple of things on it--who is authorized to use Purchase order, a "do not exceed amount" (or items they are authorized to purchase), contact info in case the store has questions, and your account #.

You will need to check out at customer services where they will have you fill out a form 11 with the information from the purchase order.

Turn in receipt(s) to your department (DEPT: Please hold on to receipts/flyers until billing statement arrives).

 

 

How do I get an account for my department to charge at Costco?

Visit PaCS online for the all information concerning OSU's Costco Program.

 

 

What local restaurants are available for direct-billing when hosting an OSU business-related event?

The restaurants listed below have, in the past, accepted direct-billing. Please call in advance to find out if they will direct-bill and the restaurant’s requirement(s) for charging. For places not in this list, you may always call to see if they will allow you to charge. For a listing of restaurants in Corvallis, check out this link:

http://www.tripadvisor.com/RestaurantSearch?geo=51817&q=Corvallis%2C+Oregon%2C+USA&cat=&pid=

American Dream Pizza Hilton Garden Inn Corvallis Pizza Pipeline
Baja Fresh Jimmy John's Quizno’s
Big River McGraths Fish House Sada Sushi & Izakaya
Bombs Away McMenamin’s Tarntip
Cafe Yumm! Nearly Normal’s Togo’s
Clodfelter’s New Morning Bakery University Hero
del Alma Old World Deli Woodstock’s Pizza Parlor
Domino’s Pizza Papas Pizza Parlor  
e.cafe Pastini Pastaria  
Gathering Together Farms Pizza Hut  

 

 

I understand that OSU is trying to limit personal reimbursements, what are my purchasing options with local vendors such as OfficeMax, Staples, BiMart, OSU Bookstore, and Fred Meyer?

BUY ORANGE Office Max (autopay vendor)

Online:

Obtain online access authorization from Rose Hamilton, Accounts Payable, 541‐737‐0650

Access web page, sign in using new access information, order desired supplies

Free next day delivery for stock items for order placed by 4:00 p.m.

Local Store: PAY FOR GOODS WITH YOUR PCARD

Obtain an Office Max Retail Connect card (available at the PaCS office)

Swipe card at the cash register during check out to activate contract pricing

Give receipts to your department administrator


BUY ORANGE STAPLES (autopay vendor)

Online:

Obtain online access authorization from Rose Hamilton, Accounts Payable, 541‐737‐0650

Access web page, sign in using new access information, order desired supplies

Free next day delivery for stock items for order placed by 4:00 p.m.

Local Store: PAY FOR GOODS WITH YOUR PCARD

Visit the local store, select goods and pay utilizing the Departmental P-Card

Contract pricing will be applied automatically at time of purchase

Give receipts to your department administrator


BUY ORANGE Costco (charge using department PO)

Visit PaCS, 644 SW 13th St (Property Services Building) and fill out the Costco Wholesale PurchaseOrder Authorization form. PaCS then faxes to Costco and will take 1-2 days to process

Eugene, Albany, or Hillsboro locations, or order online from the Costco web site.

Enter through the “exit” door

Find a red-vested person (obtain their name) opposite the check stands, hand them the department PO

Shop for allowable purchases

Let the person at the check stand know which clerk has your PO so they can check with them

Give receipts to your department administrator


BiMart (autopay vendor)

Obtain Index and Activity codes from Department Accounting staff (PO is NOT required)

Go to Customer Service and let them know you will be using an OSU index

They will fill out a slip for you, you then shop and hand the slip to the checkout counter

Give receipts to your department administrator


OSU Bookstore (autopay vendor)

Take purchases to counter

Show OSU ID and let them know it is to be charged to an index

Sign receipt and take copy to department


Fred Meyer (charge using department PO)

Fill out the application billing information (department name and a contact person for the account ) and send to John Devoe 

Shop first for allowable purchases

Take purchase order with items to the checkout counter

Turn in receipt to department (DEPT: hold on to receipts/flyers until invoice arrives)

  

 

How do I find out what’s been spent so far on my grant or other index and what’s still available to spend?

Grant reports are e-mailed to PI’s about once a month but you can access the data on-line whenever you like. The web based tool below provides data related to completed and approved transactions posted to Banner through the previous business day.

Go to: http://oregonstate.edu/budget/onlinesystems.htm.

  • Click on Budget Reports by Index.
  • Type in the grant index or state index you wish to review.
  • A report should pop up. If you wish to review the transactions posted to a specific account code you can click on the dollar amount under the "actual" column and it will display all transactions on that account code.

These reports are best viewed with Internet Explorer. Mozilla Firefox and others can produce reports that are very difficult to read. You may be asked to login to access certain reports.

 

 

I need the UABC to make a purchase for me, what forms do I need to complete to make that happen and where are they located?

The UABC will be happy process your requests for purchases up to $24,999. Please complete a Purchase Requisition and send to the UABC Purchasing mailbox.

 

I know that I can make my own departmental purchases on items less than $5000. What form should I use and where is it located?

Please use the Departmental Purchase Order form for purchases under $5000. It allows the department freedom to quickly and easily process smaller purchases themselves.

 

 

How does employment verification work?

  • Oregon State University utilizes an outside agency to handle employment and income verifications.
  • CLICK HERE to see the steps required to gain the information you need.

 

 

I am a 9-month employee. What happens to my benefits over the summer?

If you are an academic-year employee in an eligible position in the spring and expected to return to an eligible position in the fall, your benefits are "triple deducted" in May to pay for three months of coverage.  Your employer contribution will continue to be paid for you over the summer and your portion of premium payments will also be triple deducted (with the exception of short-term disability, long-term disability and flexible spending accounts).  If you receive cash back because you opt out of certain benefits you will receive triple cash back.

 

 

What do I do if I get hurt on the job?

You are required to report on-the-job injuries or illnesses within 24 hours. Tell your supervisor immediately about the injury and how it happened. Your supervisor is then required to complete the OSU Report of Accident form.

If you seek medical treatment, you are also required to file the SAIF 801 form. You should complete the worker portion, your supervisor should complete as much of the employer portion as possible, and then forward to the UABC for completion.

These and other related forms can also be found here. (the forms are under the Quick Links column on the left side of the page).

 

 

How do I hire a new student employee?

A student employee must come to UABC HR Personnel with a completed UABC HR Student Employment Form from their hiring supervisor, or delegated person, and the correct identification documents before the start date. Student employees should never start work before coming to the UABC HR Student Employment Office to be hired. We will only accept the new two part form to begin the hiring process.

Once the supervisor receives the pink copy back, signed by UABC HR Personnel, the student may begin working. Only at this time is a student clear and in compliance to work.

  • Correct Identification for US Citizens: Photo Identification & Social Security Card
  • Correct Identification for Resident Aliens: Photo Identification & Social Security Card & Residency Card (green card).
  • Correct identification for Non-Resident Aliens: Photo Identification, Social Security Card, Passport, I-94, Student Visa (not the Visa in the passport.) The student visa issued by Oregon State University – J1, J2, I20, etc.
  • A voided check to set up Direct Deposit if desired.
  • Allow 20-30 minutes to complete the paperwork.

 

 

Where do I pick up my check or earnings statement (Direct Deposit)?

All new employees are asked to complete a Payroll Check/Earnings Statement Delivery Authorization to advise the payroll office of their choice of pay delivery options.  If a form is not submitted, your pay will be issued as a check, and will be available at the Payroll Window in the Kerr Administration Building.

To change where your paycheck or earnings statement is delivered, you will need to submit a new form with new attachments.  Please contact OSU Payroll Department, Kerr Administration Building, or come to the University Administrative Business Center Payroll office, 175 University Plaza.

 

 

There is a mistake on my paycheck. Who do I contact about correcting it?

First, if you think your gross pay (the amount before deductions) is incorrect contact the University Administrative Business Center HR staff at 737-3768 or 737-8320 to verify the hours and rate used for the pay period in question.

Secondly, if you believe the net pay (amount after deductions) is incorrect, compare your deductions to those from the previous month.  Check for any differences.  If this does not resolve your concerns, contact OSU Payroll Office in Kerr Administration Building - 737-3232.

 

 

How do I sign up for Direct Deposit of my paycheck?

Direct Deposit may be set up conveniently online by the employees themselves via MyOSU (Electronic Services Homepage).

  • Go to MyOSU
  • Select "Direct Deposit" under Welcome>Update Personal Profile
  • Complete the Direct Depsoit Sign-Up
  • Review the information entered and click "Submit"
  • Agree to the "Direct Deposit Agreement"

Note: Using Direct Deposit and also declining the printing of the earnings statement will be the most efficient payroll process. Through MyOSU (see notes above), you will be able to access the on-line version of your earnings statement. Following this process will create savings at OSU and within your department.

 

 

How do I change my W-4 Tax Withholding?

You can change your W-4 withholding online.

Go to MyOSU

  • Select “Employee”
  • Select W-4 under My Employment Details
  • Follow instructions on this page

 

Why did I get a manual check?

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 as the regular monthly payroll can be direct deposited.

Also, if you are a new employee who signed up for Direct Deposit or an employee who changed their Direct Deposit, the first check is a manual check.  This allows the banking information to be verified prior to any funds being transferred via Direct Deposit.

 

 

I am a new student employee. How do I sign up for payroll?

A student employee must come to UABC HR Personnel with a completed UABC HR Student Employment Form from their hiring supervisor, or delegated person, and the correct identification documents before the start date. Student employees should never start work before coming to the UABC HR Student Employment Office to be hired. We will only accept the new two part form to begin the hiring process. Once the supervisor receives the pink copy back, signed by UABC HR Personnel, the student may begin working. Only at this time is a student clear and in compliance to work.

  • Correct Identification for US Citizens: Photo Identification & Social Security Card
  • Correct Identification for Resident Aliens: Photo Identification & Social Security Card & Residency Card (green card).
  • Correct identification for Non-Resident Aliens: Photo Identification, Social Security Card, Passport, I-94, Student Visa (not the Visa in the passport.) The student visa issued by Oregon State University – J1, J2, I20, etc.
  • A voided check to set up Direct Deposit if desired.

Allow 20-30 minutes to complete the paperwork.

 

 

How do I opt out of a paper earnings statement?

This is only available to Direct Deposit participants. To opt out do the following:

Go to OSU Online Services

  • Select “Employee Information”
  • Select “Pay Information”
  • Select “Choose Online Earnings Statements"
  • Check the box “My Choice”
  • Submit.

Note: Following this process will create savings at OSU and within your department.

 

 

I want to change a student employee’s pay rate. How do I do this?

Please notify the University Administrative Business Center Payroll staff in writing via e-mail with the following information:

  • Employee name
  • New Rate
  • Effective Date of the change.

The rate paid is subject to minimum and maximum amounts. A pay rate over the maximum amount will require justification. University Administrative Business Center will request this information.

See Student Pay Rates Matrix