* This information replaces all prior policies related to General Payroll Information (PAY 001 Introduction & PAY 101 Paydays & PAY 102 Pay Delivery Options & PAY 103 Payment Methods & PAY 104 Pay Period & PAY 105 Deadlines & PAY 1100 Payroll Records & FIS 401-01/02/03/04 Payroll Classifications)
PAY 001: Introduction
The Payroll Policy and Procedure Manual (PAY) provides formal guidance for the processing and accounting of employee pay. The PAY policies and procedures apply to all Oregon State University employees and Business Centers. The PAY manual is managed by the Central Payroll Office, which is part of the Office of Business Affairs, a division of Finance and Administration.
The Central Payroll Office has several key responsibilities. One is to provide training and education to Business Center payroll staff to ensure they accurately process pay authorization documents that produce timely payroll payments. Another is to oversee and audit the processing done by the Business Centers to maintain regulatory compliance to all applicable payroll related laws and regulations. Finally, Central Payroll is responsible for the actual production and distribution of employee payments. Central Payroll abides by state and federal laws, labor agreements, Bureau of Labor standards, and the policies of Oregon State University (OSU). The Business Centers are expected to do the same. Central Payroll personnel are an important resource to use when in need of information or clarification on procedures. A list of Payroll Office Personnel, areas of responsibility, and phone numbers along with other helpful information can be found on the Payroll Office website.
STRUCTURE OF PAYROLL MANUAL
The PAY manual is divided into 10 sections. To access a specific topic, simply find the correct section in the Table of Contests, and click on the appropriate link.
Sections are arranged as follows:
Section 100 provides general payroll information applicable to all employment types.
Sections 200 ~ 500 provide information relative to specific employment types.
Sections 600 ~ 1000 provide information applicable to various special payroll situations.
Questions regarding the policies cited in this manual or other corrections, changes, or suggestions should be sent to Steve Nash, Payroll Manager via email.
In the event of any inconsistency or conflict, applicable law, and University policies supersede college, Business Center, department or lower unit bylaws, policies, or guidelines.
The University reserves the right to add, amend, or revoke any of the contained rules, policies, regulations, and instructions or incorporate additional ones, with or without notice, as circumstances or the good of the University community may require.
A printout of this manual and each change to this manual is created from the original text source for the online version and retained permanently as an official record at University Archives. Printouts of all revisions to online Policy & Procedure manuals are similarly available.
PAY 100: General Information
OSU uses a monthly payroll system to process employee wages. Payday is the last workday of each month for all pay types. For actual pay release dates refer to the Payroll Calendar available on the Payroll website.
Direct Deposit is highly recommended as the most secure option for receiving payments and it allows employees to view pay statements 24/7 via MyOregonState. All paper checks are mailed to your Current Mailing address on file. To update your mailing address, go to MyOregonState.edu, click on the Online Services Employee Dashboard, click on My Profile, and review your addresses on file. If you need to edit your address, click on the pencil icon.
Direct Deposit is the most secure and convenient way to be paid. An employee’s net pay is sent via electronic funds transfer directly to the checking or savings account they’ve selected. The employee’s pay becomes available at their financial institution after 8:00 a.m. of Payday. Employee’s earning statements are available on-line at MyOSU and if desired, can be printed.
Depending on the timing of when signing up for Direct Deposit, the next payroll payment may result in a paper check. A “prenote” test is performed to validate the account and routing number for the employee. Direct Deposit can be conveniently set up by the employees themselves via MyOSU, log in, select the Employee tab, then under My Employment Details select Direct Deposit.
Business Centers and/or employing departments must submit payment authorizations to initiate pay for all OSU employees. There are two methods of paying an OSU employee, Default pay (salaried) or Hourly pay (entered via PYAHOUR Time Entry). Wage expenses charge according to the labor indexes and account codes submitted in these authorizations.
Default pay is the method used to pay employees for current and future months when the monthly salary amounts are fixed. The appropriate Business Center completes a Job record authorizing and establishing default pay hours for an employee. The default pay period is from the first workday of the month through the last workday of the same month. Exception time such as Leaves, overtime or differentials are entered in PYAHOUR.
While Business Centers must also establish a Job record for hourly appointments, time is entered in PYAHOUR, with the exception of termination pay. Instructions for issuing final pay are available in PAY 604: Final Pay. Earnings entered in PYAHOUR include hourly pay for students, work-study, temporary employees, some academic wage appointments and hourly- classified employees. Leaves, overtime and differential pays are entered in PYAHOUR.
Business Centers enter PYAHOUR during specified days each month. Check the Payroll Calendar or the Quick Links calendar on the Business Affairs website to locate the specific time-entry dates. Central Payroll also sends a monthly Email reminder.
Pay periods are determined by the type of employee pay; salary or hourly.
Monthly salaried employees are paid from the 1st through the last day of the month. Overtime earned after the payroll deadline should be paid on the next regular payday. All pay is identified by the month in which it is earned.
Hourly employee pay periods run from the 16th of the prior month through the 15th of the current month. Pay earned during this period is identified as earned for the current month.
Information concerning deadlines is found in the Payroll Calendar If prior month default earnings are due, the Payroll Office will process manual checks for this pay. See PAY 603-03: Processing Late Pay.
PAY 1100: Payroll Records
Payroll Record Retention periods are contained in Oregon Administration Rule 166-475- 0090. These are found on the Oregon State Archives site at the Records Retention Schedule.
FIS 401-01/02/03/04/05: Payroll Classifications
Unclassified employees include Professorial Faculty, Research Associates, Senior Instructors, Instructors, Senior Faculty Research Assistants, Faculty Research Assistants, and appointments to a professional title without rank.
See PAY 400: Payment of Unclassified Employees in the Payroll (PAY) Manual for a definition of appointment types, methods of payments, forms, summer session appointments, academic wage appointments, earnings and account codes, overload pay, and graduate assistant appointments.
Definitions and information about classified and temporary classified employee employment types and employee registration instructions can be found in the EBook located on the Human Resources website and under PAY 500: Payment of Classified and Temporary Employees.
A Student employee is an individual whose primary effort is directed toward receiving a formal education and whose work effort is part-time and secondary in nature. A student employee may be enrolled in either a secondary or a post-secondary institution. See PAY 200: Payment of Student Employees for information on the payment of regular student wages, Federal College Work-Study Program (FCWSP) funds and non-system student wages.
Graduate Research Assistants/Graduate Teaching Assistants
Graduate Research Assistants and Graduate Teaching Assistants can be appointed to work between .2 FTE and .49 FTE. These appointments consist of a salary and relief of the instructional portion of tuition and fees at .2 FTE and above. The differential between resident graduate tuition and nonresidential graduate tuition is waived by the University. The residential graduate tuition is credited to the student’s account and charged to the index that pays the GRA/GTA salary, unless the index is associated with a sponsored agreement where the sponsor does not authorize this cost in their policy.
Recommended salary levels are available from the Graduate School. See Definitions section, Payroll Handbook, and Graduate School website for further information about these appointments.
Postdoctoral Scholars and Clinical Fellows
Postdoctoral scholars are employees/trainees who receive salaries funded by research grants or other university funds and work under the supervision of a principal investigator who is an Oregon State University faculty member. These scholars and fellows do not receive tuition remission and are not represented by the Graduate Employee Union. They are eligible for medical benefits through the Graduate Employee Union’s health plan. See the Graduate School website for further information.
Appointments are based upon the postdoctoral scholar's research credentials and availability of funds. Appointments should be full-time unless exceptional circumstances require a lower appointment level. Appointments below 0.5 FTE are not permitted. When appointing a postdoctoral scholar at less than full time, the faculty mentor and the postdoctoral scholar must clearly articulate the impact of the lower appointment level on expectations for research and training.
There are also post-doctoral fellows who are not paid employees of OSU. They are trainees who are funded by portable fellowships awarded by entities external to Oregon State University. Because post-doctoral fellows are not considered Oregon State University employees, they are not entered into the University's payroll system nor paid as employees. Instead, their funding is managed by the Office of Sponsored Research and Award Administration (OSRAA) via Accounts Payable.