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APPOINT ACADEMIC WAGE EMPLOYEE - INSTRUCTIONS

REMINDER TO BUSINESS CENTER HUMAN RESOURCES STAFF: a new employee cannot be hired until the recruitment from which he/she was selected is complete. Please ensure that the department's hiring proposal is approved in the Online Recruiting System before processing the hiring Job Form from this OSCAR online task. Only use the OSCAR task for employees hired through PeopleAdmin 5.8.

Employees in academic wage positions may be eligible for insurance benefits or to accrue leave if the appointment duration exceeds 89 days and the monthly appointment percent is half-time (50%) or more.  Retirement plan participation is also possible if the employee is in a position expected to work 600 hours or more in a calendar year.

Hire New A new employee is a person who has NEVER worked for OSU. (Exception: a classified employee returning to OSU after a 2-year break in service with OSU is a new hire.)
Add Secondary Using this task ADDS a job to a person already employed at OSU with at least one current job in active or leave status. The total monthly appointment percent for all current jobs plus this new one cannot exceed 100%.
Reappoint A person is returning to a position previously held after a break in service in that position (same position number).
Rehire The person you plan to hire has held a job at OSU (or is currently holding a job at OSU that is ending) and is starting a different job (different position number.) There may or may not be a break in service with OSU.

If the person will continue to work in another position along with this new job, use the Add Secondary task.
Add Developmental Opportunity

The employee's existing job will be put on leave and a new job set up for a Developmental Opportunity. This task is done by the Business Center HR staff assisting the department with the Developmental Opportunity AFTER approval of both the Developmental Opportunity agreement AND the department's Establish PD action in the online recruiting system.

This task will stop one job and start another. To help ensure a smooth and accurate payroll transition (including the employee's usual monthly benefits and deductions), ensure that the Job Form and any required attachments are complete and entered into Banner by the monthly HR/Payroll deadine for the same month as the new job begin date. This may require you to obtain signatures or other information from the employee prior to the job begin date. Transactions entered into Banner after the monthly HR/Payroll deadline may result in payroll adjustments or a manual check.

Information about developmental opportunities and the developmental opportunity agreement are available in the downloadable forms area of OSCAR and at http://hr.oregonstate.edu/developmental-opportunity-appointment-guidelines-and-agreements.

As a courtesy, it is suggested that the department with the Developmental Opportunity send a copy of this form to the department of the employee's regular job.

Required authorizations

Dean/Vice President or Designee

This request must be approved at the Dean or Vice President level. The Office of the Provost maintains the list of authorized delegated signature authorities. The individual signing as Dean or Vice President must be named on this list: OSU Delegated Signature Authority List .

If your Dean requires authorization from another person in his/her unit, have this person sign and date the form in the space just above the Approvals/Signatures section.

Items to Attach to this Form  
Hire New
Add Secondary
Reappoint
Rehire
Add Developmental Opportunity
Personal Demographic Form
Y
 
Y1
Y1
 
I-9 (original document) plus supporting materials
Y
 
Y1
Y1
Y2
W-4 form
Y
 
Y3
Y3
 
Direct Deposit Authorization
Y
 
Y
Y
 
Labor distribution form (only if additional space was necessary)
M
M
M
M
M
The completed Developmental Opportunity agreement, signed by all parties, including the Business Center HR Manager        
Y
Non-resident aliens:
 
 
 
 
 
Nonresident Alien Tax Status form
Y
 
Y2 
Y2 
 
I-94 departure record (front and back)
Y
 
Y2
Y2
 
F-1 visa holders: I-20 form
Y
 
Y2 
Y2 
 
J-1 visa holders: DS-2019 Certification of Eligibility for Exchange Visitor
Y
 
Y2 
Y2 
 
Y = Yes       M = Maybe

1Complete new I-9 if rehire/recall date is one year from the employee's termination date OR three years from the employee's original hire date and I-9 does not exist in Nolij OR the I-9 has expired, OR the employee is a returning retiree. (a person who has received, or is currently receiving, retirement pension payments from PERS or the ORP) OR the employee has accepted a new position requiring a higher degree than what is currently documented in Banner.

2Resident aliens and non-resident aliens: include the form if the I-9 has expired (this can be verified on the Banner form, PYIVERI).

3Required only when the rehire has had a break in service of >1 year.

Where to send completed forms

Please send to the Human Resources staff in your Business Center.

Additional instructions

Please encourage employees to see the University's new employee web site at http://hr.oregonstate.edu/orientation/new-employee-resources for more information about OSU.

Non-resident aliens from countries with tax treaties with the United States: if desired, these employees may request the "8233 tax treaty form" from the Payroll Office. You may wish to suggest this to your new employee.

Revised 04/12/16


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