OSCAR Information
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APPOINT STUDENT - INSTRUCTIONS

If appointing students between the ages of 14-17, see Hiring Restrictions for Students Under the Age of 18. Only use the OSCAR task for unit pay jobs or jobs paid by monthly default hours

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.

If the person will continue to work in another student employee or graduate assistant position along with this new job, use the Add Secondary task.
Rehire/ Reappoint 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.

Reappoint: A person is returning to a position previously held after a break in service in that position (same position number).

If the person will continue to work in another student employee or graduate assistant position along with this new job, use the Add Secondary task.

Student employee jobs paid by monthly default hours (suffix 55): This procedure is reserved for graduate assistants being paid on a student job by default hours because they will not be eligible to receive tuition remission for the summer (registered for less than 3 credits). It ensures that graduate assistants are paid for the full month of June (June 1-15 on their assistantship and June 16-30 on student wages). This eliminates the need to change graduate assistants to the mid-month pay cycle for summer wages.

This student job suffix may also be used in special circumstances, as approved by the Office of Human Resources and the Payroll Office on a case by case basis. Contact the Center for HR-Systems & Technology at 737-8300 to discuss potential requests.

Required authorizations

Department/Unit approver

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Items to Attach to this Form  
Hire New
Add Secondary
Rehire/ Reappoint
Personal Demographic Form
Y
 
Y1
I-9 (original document) plus supporting materials
Y
Y2
Y1
W-4 form
Y
 
Y3
Direct Deposit Authorization
Y
 
Y3
Labor distribution form (only if additional space was necessary)
M
M
M
Students Age 14-17: list of job duties (or list this in the Additional Information section of the task that produces this form).
Y
Y
Y
Non-resident aliens:
 
 
 
Nonresident Alien Tax Status form
Y
 
I-94 departure record (front and back)
Y
 
Letter of work authorization (if applicable)
M
 
M3
Approved reduced courseload (if applicable)
M
 
M3
F-1 visa holders: I-20 form
Y
 
Y
J-1 visa holders: DS-2019 Certification of Eligibility for Exchange Visitor and an Employment Authorization Letter from International Student and Faculty Services.
Y
 
Y
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.

2Resident aliens and non-resident aliens: complete this form if the I-9 has expired (this can be verified on the Banner form, PYIVERI), complete a new I-9 plus supporting materials.

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

4Required for non-system students only.

Where to send completed form

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 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 06/09/2017


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