Frequently Asked Questions

HIRING NEW EMPLOYEES

Contact your Business Center Human Resources team for more details about the orientation they offer new employees. It includes general information about how to get started at OSU, what kinds of training their position requires, and other details specific to the position.   

Other New Employee Resources are available at the central administrative Office of Human Resources website, along with a monthly general orientation schedule. Also, refer to the Inside OSU website for links to detailed information.

Please visit the Graduate School website for more information, and contact your Business Center Human Resources department for guidance.

Contact your Business Center Human Resources department for assistance.

Please refer to the Office of Human Resources Recruitment and Selection Resources and Hiring Philosophy and Principles for more information.

 

A “summer appointment” is a secondary position for employees whose current contract/position is a 9- or 10- month assignment. Summer appointment positions are most often located in an academic area or University Housing & Dining Services.

The Office of Work-Life and GO HERC in the Academic Affairs offers partners of newly hired employees assistance in finding employment opportunities. Services include assisting with identifying job leads within OSU and the surrounding area.

More information is available from the Provost’s Dual Career Hiring Initiative, and at the Office of Human Resources Relocation page.

The candidate should complete a release authorization form, found at the Office of Human Resources Criminal History Check webpage. The hiring unit/department information section, including posting and position information, must be completed prior to submission to the Office of Human Resources or the form cannot be processed.

Candidates should submit their completed Release form, with a copy of their official photo ID, to:

Office of Human Resources
Oregon State University
122 Kerr Administration Building
Corvallis, OR  97331
fax: 541.737.7771

Employment@oregonstate.edu

 

 

If you are interested in creating a summer appointment position, please contact your Business Center’s Human Resources team as early as possible for more information about the process.

Departments can provide new employees with a complimentary 5-day parking permit. Find information about parking and permits, including parking lot locations and how to obtain the complimentary parking pass, at the Transportation Services website. Transportation Options also offers information about alternatives to driving to campus and parking.

Criminal background checks may be required, depending on the duties of a particular position. Hiring departments should contact your Business Center human resources department for guidance.  

Oregon State University is committed to protecting the security, safety, and health of faculty, staff, students and the public, as well as safeguarding the assets and resources of the University.  Positions that perform duties that are critical or security-sensitive require Criminal History Check (CHC). For detailed information regarding CHCs at OSU, please refer to OSU’s Criminal History Check Policy and the OSU Standard 576-055-0000 to 0160.

For examples of duties that may fall within the OSU Standard Defined Categories, please see the Criminal History Check Crosswalk of Security-Sensitive Access.

ACCESSING EMPLOYEE BENEFITS

OSU employees appointed at half-time or more may register for up to 12 credit hours per term with special rates, provided they meet eligibility and approval requirements. Eligible employees may also transfer their staff fee privileges to one family member or domestic partner upon verification that the transferee is a qualified recipient of transferred staff fee privileges.

Details and forms can be found at the Office of Human Resources Staff Fee Privileges page.

You may be eligible depending on your employee type. Visit the links below for more information.

The Patient Protection and Affordable Care Act (PPACA), commonly called the Affordable Care Act (ACA) is a federal law that was enacted with the goals of increasing the quality and affordability of health insurance. OSU provides medical insurance to its benefit-eligible employees – Classified and Unclassified employees in positions at .50 FTE or greater. Under the ACA, employees that may not have been in a benefit-eligible position in the past or fell below benefit eligibility may now qualify for medical insurance. 

More information about the ACA and how it might affect you can be found at the Office of Human Resources Affordable Care Act page.

Please refer to the Office of Human Resources Benefits page for 9-month employees. Graduate Students should contact the Office of Human Resources for additional options. Contact your Business Center for more information.

If possible, talk to your supervisor for help resolving the issue. Additionally, there are a number of resources at OSU to assist you in handling difficulties you may be experiencing at work:

  • The University Ombuds Office promotes a civil and inclusive campus community by providing informal, impartial, and confidential conflict management services to all members of the university community.
  • The Office of Equity and Inclusion works to ensure that all university community members uphold federal and state civil rights laws and regulations, as well as university equal opportunity policies. 
  • The Center for HR Solutions interprets bargaining contract language, employment law, and University policy and procedures; manages reclassification process, and oversees compensation and leave programs.

If you are retiring, visit the Office of Human Resources Retirement Resources page for information and forms that you will need.

If you are terminating your employment for any reason, contact your Business Center Human Resources department for assistance.

Refer to the Employee Exit Checklist as a guide to assist you in the exit process.

It depends on the type of leave accrual and your employee status. Refer to the Leave Administration Policies, Procedures, and Guidelines for details, and contact your Business Center Human Resources department for assistance.

Report on-the-job injuries or illnesses to your supervisor immediately, within 24 hours. Your supervisor will then complete a Public Incident Online Reporting Form. If you seek medical treatment, ask your medical provider complete the Employee Status Report Form, and contact your Business Center or the Office of Human Resources for details on how to proceed.

Forms and more information can be found at the Office of Human Resources Incident Reporting page.

The Family Medical Leave Act (FMLA) and the Oregon Family Leave Act (OFLA), enacted by the Oregon Legislature in 1995, provide employees with leave from work for their own or their families’ medical needs, including time off to care for a new child, adoption or foster care placement of a child. More details can be found at the Office of Human Resources FMLA page.

OSU offers a wide range of benefits to both full time and part time employees. More details can be found at the Office of Human Resources Benefits page.

Details about medical, dental, life and disability insurance benefits for eligible employees can be found at the Office of Human Resources Employee Benefit Plans page.

PAYCHECKS AND DEDUCTIONS

You can change your W‐4 tax withholding yourself online via MyOSU:

  1. Log in with your ONID and Password
  2. Select the Employee Tab
  3. Click on the “W4” link in the “My Employment Details” block
  4. Click on the Update link at the bottom of the page. Make and certify the changes.

 

Note: The following situations require a paper W4 form to be completed and turned in to your Business Center or to the Central Payroll Office in the Kerr Administration Building (first floor).

  • You want to file “Exempt” (meaning you are requesting no income taxes be withheld). This must be done annually by February 15th. A reminder will be noted on your December pay stub.
  • You want additional amounts withheld for State taxes, or to make changes to a pre-existing amount.
  • You are a Non-Resident Alien (due to the various taxation differences for NRAs).

Direct Deposit participants can opt to view electronic earnings statements online instead of receiving a paper statement.  You can conveniently opt out of paper statements online via MyOSU.

  1. Log in with your ONID and Password
  2. Select the Employee Tab
  3. Click on the “Direct Deposit” in the “My Employment Details” block
  4. Follow the directions on the site

For further assistance, contact the Central Payroll Office at (541) 737-3232 or visit them in the Kerr Administration Building (first floor).

Once established, electronic earnings statements can be viewed by following the instructions above.

Direct Deposit saves you time. Your money will be automatically deposited into your bank account around midnight of payday. You can conveniently set up Direct Deposit online via MyOSU:

  1. Log in with your ONID and Password
  2. Select the Employee Tab
  3. Click on the “Direct Deposit” in the “My Employment Details” block
  4. Follow the directions on the site

For further assistance, contact the Central Payroll Office at (541) 737-3232 or visit them in the Kerr Administration Building (first floor).

Contact your supervisor for assistance, or go to OSU’s My Time website and review the User Guide that corresponds to your job type under the Policy Profile/Role Training heading.

If you still need assistance, please contact your Business Center directly or by using the My Time Contact link.  Please include your OSU ID and a detailed message.

You can review the Sample Earnings Statement, which explains the various deductions. Or, contact your supervisor, your Business Center payroll department, or the Central Payroll Office at (541) 737-0575 or in the Kerr Administration Building, Window 17.

Please review the Lost, Stolen, or Destroyed Check Policy. Contact the Central Payroll Office at (541) 737-0575 or in the Kerr Administration Building, Window 17 to fill out a Lost Check Affidavit form.  

Contact the Employee Benefits Department at (541) 737-2805 or by e-mail at employee.benefits@oregonstate.edu.

If you think your gross pay (the amount before deductions) is incorrect, contact your Business Center payroll or human resources department to verify the hours and rate used for the pay period in question.

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, please contact the Central Payroll Office (call 541-737-3232 or email OSU Paymaster).

If you have an unusual and unforeseen event or condition that requires immediate financial attention, you can request a payroll draw.  No more than three draws are allowed within a 12-month period.

To request a draw, fill out a Request for Emergency Payroll Draw form, have it signed by your department supervisor, and return it to your Business Center payroll department Please follow the full instructions that are attached to the “Request for Emergency Payroll Draw” form.

Payday is the last working day of the month, excluding weekends and holidays.

Check with your supervisor or your Business Center payroll department. To change where your paycheck is delivered, please contact your Business Center.   

Manual/paper checks are processed to issue payment to employees when paperwork was received too late to be included in the regular monthly payroll processing. Manual/paper checks might also be processed when changes are made to the job record, or when a termination (or final) pay is processed. Only payments processed during the regular monthly payroll can be direct-deposited.

If you are a new employee who signed up for Direct Deposit or an employee who changed his/her Direct Deposit, your first check may be a manual/paper check. Depending on when the direct deposit is set up, Central Payroll at Business Affairs may need the additional time for the banking information to be verified prior to any funds being transferred via Direct Deposit.

Contact your Business Center for further assistance.

 

If you are a salaried classified or unclassified (professional/academic) employee, your leave time and overtime are reflected on the check following the month it was taken or earned. This is due to the timing of the submission of the EmpCenter timesheets. 

If you are an hourly employee contact, your supervisor or your Business Center payroll department and they can research why the overtime was not reflected on your paycheck.

You can also check the results tab of your EmpCenter timesheet to see if overtime was actually earned. Overtime is earned for work in excess of 40 hours for the week (starting on Sunday and ending on Saturday).

TIME SHEETS AND WORK TIME

Contact your supervisor to determine whether you are considered an essential employee. The Inclement Weather Employee Matrix describes how employees are paid during closures. Refer to the Time Reporting for Inclement Weather Closures page for details on how to record your work time during closures.

Contact your Business Center Human Resources department for more detailed information.   

It depends on whether the University is delayed in opening or fully closed. The University will make every effort to announce the closure or curtailment decision before the start of the work day. Please use caution if the weather prevents you from arriving to work safely, and communicate with your supervisor concerning your leave approval and your allocation of leave time.

More details can be found at the Office of Human Resources Closure or Curtailment of Operations policy page. Information is available about how employee may take leave during interruptions of University operations. Details about how to record your timesheet in various situations can be found at the MyTime inclement weather page.

Administrative stipends and overloads are types of supplemental payroll used for specific circumstances. Contact your Business Center human resources department for assistance in handling stipends and overload compensation.

  • Administrative Stipends are used when a faculty member is asked to perform administrative duties on a temporary basis that are substantially outside the scope or reasonable potential scope of the faculty member’s position.  In such instances, the faculty member may be eligible to receive an administrative stipend.
  • Overload Compensation is used for full-time (1.0) faculty who are requested to perform service in excess of full-time effort for institutional-funded activities. Such activities are considered overload and may include instruction, education and outreach programming, and consulting.

The annual Holiday Schedule is managed by the Office of Human Resources.

Check out the MyTime Frequently Asked Questions, ask your supervisor, or contact your Business Center Human Resources department.

JOB TYPES / EVALUATIONS / COLLECTIVE BARGAINING

OSU uses EvalS, an electronically-driven performance evaluation system designed to assist supervisors and employees to complete their annual goal-setting and appraisal tasks for classified and professional faculty employees. Your supervisor will guide you through the process. Managers should contact your Business Center for more information.

All classified employees at OSU are represented by the SEIU/Oregon Public Employees Union (SEIU) and covered by the Collective Bargaining Agreement. Although membership in the union is optional, the collective bargaining agreement requires the University to collect monthly dues or fair-share contributions from the paychecks of classified employees. You can find more information and details about classified employment in the Classified Employee Handbook.

You can find definitions of employee types and academic ranks at the Office of Human Resources Search Excellence website.

Classified Position: A position represented by the Service Employees International Union (SEIU), Local 503, Oregon Public Employees Union (OPEU) and the Graphic Communication International Union (GCIU).

Professional Faculty: An employee working in an academic, student, or other administrative support position with professional titles, and without an assigned rank.

Academic Rank:  The category assigned to unclassified employees in the academic service, whether the service is teaching, research, extension, administration, or other. Academic rank is distinguished from professional faculty without rank and includes Professor, Associate Professor, Assistant Professor, Instructor, Senior Instructor, Research Associate, Faculty Research Assistant, Senior Faculty Research Assistant, and Lecturer

 

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