Your HR Service Center and Payroll Partners look forward to serving you during the Summer Session Appointment Process this year. We need your help to serve you well. We have designed a new process in order to provide a more planful, efficient and structured experience for departments. This website was created to provide guidance and resources to support you in this process. If you have questions, please do not hesitate to reach out us at HRSupportServices@oregonstate.edu.

 

Please follow these process steps:

  • Provide the summer session data on the required spreadsheet template we have designed.  This is crucial for the process to work.
  • Departments can start sending spreadsheets to through the HR Support Services Portal here on May 1, 2022.  
  • Please wait to send the spreadsheet in May when it is as complete as possible (rather than sending multiple iterations).
  • The last day that departments can submit spreadsheets is May 15, 2022 so we can process the spreadsheets by the June 14th payroll deadline.  
  • Appointment dates beginning in July, August or September will be processed by the 10th of that month.
  • If there are new appointments or changes, please send the same spreadsheet with a new tab on the spreadsheet that is labeled corrections with the new re-submission date. Example: Corrections 4-30-22. Please submit corrections with original ticket.
  • If departments send information after the May deadline there will be other processing deadlines and different payroll outcomes for the employees listed. Manual checks are mailed and can delay the employee’s receipt of their paycheck.

5/15/22 - Last day to submit spreadsheets to ensure timely June set up and payroll processing

6/10/22 - Last date HR can submit information to Payroll for June payroll processing

7/10/22 - Last date HR can submit information to Payroll for July payroll processing

8/10/22 - Last date HR can submit information to Payroll for August payroll processing

9/10/22 - Last date HR can submit information to Payroll for September payroll processing

 

Help sessions appointments are available on the following Friday afternoons from 3 pm to 5 pm. Please e-mail HRSupportServices@oregonstate.edu to set up an appointment time for in person assistance at University Plaza or to request a zoom meeting. University Plaza has free parking.

  • March 25
  • April 8
  • April 22
  • May 6

University Plaza Address: 1600 SW Western Boulevard Suite 150
Corvallis, OR 97331

Presented February 18th, click here to access the recording.

Summer Session FAQs

  1. Employees that are on a 9-month appointment basis may be asked to work during the summer months by teaching a course(s), conducting research and/or performing miscellaneous administrative duties.
  2. These appointments are processed by the HR Support Services Team
  3. See the question: What steps do departments need to take for further details on submitting a request for summer academic wage appointments
  • Provide the summer session data on the required spreadsheet template we have designed.  This is crucial for the process to work.
  • Departments can start sending spreadsheets to HRSupportServices@oregonstate.edu on May 1, 2022.  Please wait to send the spreadsheet in May when it is as complete as possible (rather than sending multiple iterations).
  • The last day that departments can submit spreadsheets is May 15, 2022 so we can process the spreadsheets by the June 14th payroll deadline.  
  • If there are new appointments or changes, departments will need to send a new spreadsheet with just the one job change. Departments should not re-submit the whole spreadsheet.
  • If departments send information after the May 15, 2022 deadline there will be other processing deadlines and different payroll outcomes for the employees listed.  This timeline will be posted on the website to explain this further.

All fields that do not note 'For UHR Use Only' should be filled out to the best of your ability. Incomplete spreadsheets will lead to delayed processing and questions back to the initiator for clarification.

Using a standard spreadsheet that UHR provided will facilitate a more planful, efficient and structured experience. UHR partnered with UIT to generate an OSCAR replacement to facilitate a smoother process this summer. The required spreadsheet informed the design of the process.

The last day that departments can submit spreadsheets is May 15, 2022 so we can process June appointments on the spreadsheets by the June 14th payroll deadline.  Appointment dates beginning in July, August or September will be processed by the 10th of that month in time for payroll processing.

We have help sessions scheduled four Fridays this spring. You can drop in anytime between 3 pm and 5 pm at University Plaza, Suite 150 on March 25, April 8, April 22 or May 6. We have free parking! We will also post a recorded webinar that provides instructions on the website by March 25, 2022.

Letters will be issued as spreadsheets are processed. Using the Spreadsheet Template will ensure that the appointment letters are processed timely and accurately.

Yes, but there could be delays in pay and ​appointment set up for your employee.

The bulk of our requests that come in have start dates in June, therefore, the bulk of the requests will be processed for June. Spreadsheets that include appointment dates for the whole summer will be processed in the month of the appointment.

The deadline of May 15th is intended for initial spreadsheet submissions. Departments can still submit corrections after that date, but we cannot guarantee timely processing. Departments should submit corrections on the original spreadsheet with a new tab that is labeled corrections with the date of the request. (For example: Corrections 6-21-22) Utilizing the HR ticketing portal, submit your original ticket and any follow up requests using the same ticket

The job forms will be created by the HR Support Services Team and loaded to the personnel file in OnBase. Departments do not approve the forms that are created. Their submission of the spreadsheet is their approval of the request.

Applicability

Summer appointments (June 16-September 15) that are paid greater than 2.5x an employee’s full-time, monthly salary rate on education and general (E&G) funds. This does not apply to summer appointments paid exclusively on external grant funds, or summer appointments with a mix of E&G and external grant funds given that the E&G funding does not exceed a 2.5 month equivalent.

Procedure

  1. Units develop a brief justification, which includes:
    1. Employee’s name
    2. Employee’s OSU ID
    3. Employee’s current rank:
    4. Brief summary of employee’s summer duties
    5. Justification for summer appointment paid over a 2.5 month equivalence on E&G funding
    6. If the employee has worked 2.5+ month equivalent in the last 5 years, and if yes, the number of years
  2. Unit Head reviews and approves/denies.
  3. Dean/VP reviews and approves/denies.
  4. Unit sends approved request to Faculty.Affairs@oregonstate.edu.
  5. Once approved by Faculty Affairs, Unit sends a copy of the approved request to HRSupportServices@oregonstate.edu.

 

Note: If routing requests via DocuSign, please ensure they are sent to the Faculty Affairs and HR Support Services signing groups.

HR Support Services cannot process requests without approval from Faculty Affairs.

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