Extension Human Resources

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FREQUENTLY ASKED QUESTIONS

Timekeeping Website

Question:

One of our employees normally works 20 hours each week. For this pay period, she has worked 18 hours in the first week, and 22 hours in the second week. The website will not allow me to enter just 18 hours in the first week. What do I do?

Answer:

You must account for the full amount of hours the employee normally works each week. In the first week, you will need to enter 18 hours, plus enter 2 hours of Leave without Pay (LWP). In the second week, it is okay to enter 22 hours because you have already accounted for the normal 20 hours that week. The employee will be paid for a total of 40 hours for the pay period.

Question:

One of our employees recently increased or decreased hours. The website still lists the old hours. What do I do?

Answer:

There often is a short lag of time from when the timekeeping website retrieves new information that has been entered into our payroll system.

If Hours Decreased:

Enter the actual amount of hours worked, and then enter however many hours of Leave without Pay (LWP) it takes to account for the full amount of hours the website says the employee works each week.

If Hours Increased:

Enter the actual amount of hours worked.

Question:

When does an employee earn Overtime or Comp Time Earned?

Answer:

Overtime (paid) or Comp Time Earned (time accumulated and used at a later time) is not earned by any employee until they have worked more than 40 hours in a week. If an employee who normally works 37.5 hours each week works 40 hours, these extra 2.5 hours should be entered on the website as 'regular.' Overtime would not be earned until the employee had worked at least 41 hours.

Question:

What if an employee had actually worked on a holiday?

Answer:

If the employee is a student, the hours worked on a holiday should be entered on another day of the week to guarantee they will be paid. Otherwise, all hours entered on a holiday will be deleted since students are not eligible for holiday pay.

If the employee is a regular or temporary employee, please do not enter any hours online. Instead, fax a timesheet to the Payroll Office with specific notes out to the side explaining how many hours the employee actually worked on the holiday. The timesheet needs to be signed by the employee's supervisor.

Family Changes

Question:

I have either moved, gotten married/divorced, or just given birth to or adopted a baby. What forms do I need to fill out?

Answer:

Please click on 'Change Packet' below to print the forms you will need to fill out and return to the Extension Payroll Office. Once we receive this information from you, the OSU Benefits Office will then send you the necessary forms to update your benefit information.

CHANGE PACKET

Direct Deposit

Question:

I have either changed banks or opened a new account at my existing bank and need my paycheck to be direct-deposited into the new account.

Answer:

Please fill out a new direct deposit card as soon as possible and attach either a deposit slip or a voided check from the new account. There is no need to fill out a form to cancel the old account. Please click below to print out a new direct deposit card.

http://hr.osu.edu/forms/ddform.pdf

Taxes

Question:

The amount or type of taxes withheld from my paycheck are incorrect. It appears that the wrong city tax is being deducted, the wrong number of exemptions are being deducted, etc.

Answer:

Tax deductions are made directly by the OSU Tax Office. Please call them for assistance at 1-800-678-6010.

Tuition Fees

Question:

I have been billed for OSU classes I am taking. How do I get this resolved?

Answer:

Please call the OSU Registrar's Office at 614-292-8500.

Hiring New Employees

Question:

I need to either fill a new position or replace a vacancy. What do I need to do?

Answer:

Please send an approved Request for New Position form along with a Position Description to Marge Hall in the Payroll Office. The position description does not have to be created on any particular form, but should include the following information:

Proposed Job Title

FTE (100%, 50%, etc)

Duties of the job listed by percentages (must add up to 100% for any FTE)

Proposed Salary Range

Type of Appointment (regular, temporary, student)

Name of former employee being replaced

Question:

When does a job position need to be posted in the OSU Job Postings? (commonly referred to as Green Sheets)

Answer:

If a position is going to be at least a 50% regular, permanent position (vs. a temporary position), it would first need to be posted in the Green Sheets. The same position can be advertised in your local newspapers, but not until the beginning of the week in which it is advertised at OSU. Permanent positions less than 50% or any temporary or student position (no matter what percentage) do not need to be advertised at OSU.