October 2004

Please Remind Your Employees!
Health, Dental and Vision Option Period Forms
Are Due By Friday, October 29, 2004, 5:00 pm
Human Resources, 106 Whitehurst

Recasts Moving to Payroll Services

Beginning November 1, the inputting of recast transactions will move from Sherri Cochran in the Associate Vice President and Controller’s Office to Sherry Warden in OSU Payroll Services, 409 Whitehurst.

Recasts that require review by Grants and Contracts Financial Administration (GCFA) should continue to first be submitted to GCFA for approval and then forwarded to Payroll Services for processing.

Recasts will continue to be batch processed by Payroll Services twice a week on Tuesdays and Thursdays up until the designated payroll month end. The payroll month end for each month can be determined by reviewing the HRStar Processing Calendar located on the Human Resources webpage at www.okstate.edu/osu_per/payroll/sch_deadlines.htm.

Paying Compensatory Leave on Exempt Employees

Exempt (A/P) employees do not accrue compensatory leave and should not have compensatory leave balances.

When an employee transfers from a non-exempt (classified) position to an exempt (A/P) position, the new department assumes the liability of any comp leave unless the hiring department requests that the prior department pay the comp leave or give the person time off before transferring to the new department.

If the new department accepts the comp leave, they should pay off the comp leave (with a special pay as outlined below) or have the employee take comp leave before taking any annual leave. The comp leave taken for these employees should be reported by preparing a leave correction form.

To pay the comp leave, a paper special must be prepared using earnings code 300. Include the number of hours to be paid and the hourly pay rate, along with the total payment. The 300 earnings code will automatically deduct the comp time from the balance on HRS. Comp leave (for A/P employees) cannot be paid through an on-line special.

If you wish for the comp leave to be paid on the transfer EA, please indicate that on the EA and highlight which department should be charged. If comp leave remains on the books for an exempt employee for more than a month, it will automatically be paid on the next supplemental payroll and charged to their current department.

Sign Up for Benefits as Soon as Possible

It is important for new employees to enroll in the benefit programs timely (the deadline is 30 days from the hire date).

Although we are able to default enroll in health care, life and TIAA-CREF plans in situations where employees fail to complete enrollment forms, employees lose the opportunity to choose elective benefits, such as coverage for family members, dental/vision and flex.

The earlier employees enroll, the earlier we can process their election forms and possibly avoid double deductions for health, dental, vision and life.
Benefits enrollment meetings for the remainder of calendar year 2004 are scheduled as follows:

Tuesday, October 12, 1:30 pm
Thursday, October 21, 8:30 am
Monday, October 25, 1:30 pm
Thursday, November 4, 8:30 am
Monday, November 8, 1:30 pm
Friday, November 19, 8:30 am
Tuesday, November 23, 1:30 pm
Wednesday, December 1, 1:30 pm
Monday, December 6, 1:30 pm
Thursday, December 16, 8:30 am
Tuesday, December 21, 1:30 pm

Call Employee Services, (405) 744-5449, to get your new employees signed up for a benefits enrollment as soon as possible after the hire date.

HRS Tip: Salary Subcodes for Labor Distribution

Below is a chart of the salary subcodes that should be used for labor distribution. The teaching subcodes are only valid with AA-1-3XXXX, AD-1-3XXXX, AE-1-3XXXX, AF-1-3XXXX, and AG-1-3XXXX accounts.