Payroll Policy and Procedure Manual
Section 100: General Payroll Information
Effective: 01/01/2001
Revised: 11/01/2011

  • 101 Paydays
  • 102 Pay delivery Options
  • 102-01 Direct Deposit
  • 103 Payment Methods - Default / PYAHOUR Time Entry
  • 104 Pay Periods
  • 105 Deadlines

101 Paydays

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.

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102 Pay Delivery Options

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.

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102-01 Direct Deposit

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.

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103 Payment Methods - Default/PYAHOUR Time Entry

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.

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103-01 Default Pay

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.

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103-02 Hourly Pay PYAHOUR Time Entry

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.

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104 Pay Periods

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.

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105 Deadlines

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.