August 2004

Sign-Ups For New Employees

With the new semester, departments will be preparing EA forms and payroll sign-up packets for new employees. To expedite processing, please make sure the sign-up information is filled out completely and forms are stapled together in the following order:

1. EA or Special Payment Form on top (buff color);
2. Health Insurance and Non-Resident Waiver Eligibility Certification form, if applicable;
3. A copy of the employee’s social security card, numident, or abbreviated numident;
4. Personal Information Form (PIF);
5. Employee’s Withholding Allowance Certificate (W-4);
6. Loyalty Oath;
7. International Work Clearance form, if applicable;
8. I-9 Employment Eligibility Verification form; and
9. Direct Deposit form, if applicable.

Help Reduce Assignment Checks

Recently we have been inundated with requests for assignment checks from departments. Assignment checks involve extra work for both Payroll Services and the Bursar’s Office. These requests can be kept to a minimum if departments follow the basic payroll processing procedures shown below.

1. Make sure your department has at least one HRStar Performer graduate, so someone in the department is aware of the payroll processing procedures.
2. If your regular payroll processor is on vacation, be sure the person filling in is aware of all the payroll deadlines and responsibilities.
3. When inputting biweekly time, make sure all your employees are accounted for and that the correct time is input to the correct employee.
4. Carefully review the monthly payroll during the two test days to be sure all your employees are accounted for and being paid at the correct amount.
5. If a monthly person is hired late in the month, be sure to let them know they will not be paid until the supplemental.
6. Always review the test calculations. (See this month's HRS Tip.)

Appointment of TA/RA/GAs

Exempt status of Teaching, Research, and Graduate Assistants and Associates has been a topic of concern for all institutions in higher education. While individuals who “teach” have a special exempt status under the Fair Labor Standards Act, the guidelines are less clear for graduate students involved in research or other activities. A major change in interpretation would be that graduate assistant titles may be subject to the salary basis test, $455 a week.

OSU is working with CUPA-HR and other Big 12 institutions to request clarification from the Department of Labor. As additional guidance is received, it is probable that many practices will need revision. OSU Human Resources in coordination with legal counsel will keep you advised.

In anticipation of the August 23, 2004, effective date of new regulations, OSU will require certification for the academic relatedness of graduate assistant titles in cases where the assignment is outside the academic department. We anticipate this identifiable link to the academic program will be of value in establishing grounds for exemption for these graduate students, The following titles and class codes will be affected:
Graduate Teaching Assistant (1750)
Graduate Teaching Associate (3770)
Graduate Research Assistant (1749)
Graduate Research Associate (3769)
Graduate Assistant (1748)
Graduate Associate (6592)

If the assignment is within the academic home department of the graduate student, no change in current procedures is needed. However, if the graduate student will have an assignment outside the academic department of study, the EA should also be signed by the academic department. This certification can be accomplished by a statement in the miscellaneous field, “Assignment is related to academic program” and signature of department head or advisor within the academic department.
If you have questions regarding this or other changes as a result of the new regulations, please contact your HR partner at (405) 744-5373.

Hiring Student Employees

During the course of each semester, many departments will have a need for student employees. In order to hire a student employee, no formal external recruitment is required, however, if needed, OSU Career Services or other similar means may be utilized in order to select a list of qualified candidates. Career Services can post the opening on the Career Services website.

After the selection of a student employee, Payroll Services should be contacted, and a position number should be assigned to that student’s position. In addition, all student employees must complete a payroll sign-up packet, which can also be acquired by contacting Payroll Services.

HRS Tip: Avoiding Overpayments

In order to avoid overpayments, departments must review the monthly test calculation on the first or second day of the monthly payroll test. This can be done by checking the UC1 or UC2 Screens or by checking the OSU Confirmation Payroll Preliminary Reports on e~Print. These screens and reports indicate what employees will be paid for the month. If the department notices any discrepancies, they should notify Payroll Services immediately so corrective action can be taken before the payroll is finaled. Prompt notification is critical for any separation occurring late in the month.