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New Employee
Welcome
to Portland State University! We are delighted you have joined our team.
Your contribution is important to us and we want to assist you in a
successful transition to PSU.
The
first few weeks on a new job can be confusing as you adjust to new systems
and ways of doing business and try to master the logistics and culture
of your new workplace. Your manager and the Office of Human Resources
will be working together to help ensure that you complete the necessary
employment paperwork to be placed on the payroll and receive a paycheck.
Your manager will also assist in arranging other services as needed.
HR has created this New Employee Checklist to help you navigate during
your first few weeks on campus.
Getting
Started – Come to HR on or before your first day of
work!
New
Hire Paperwork:
- New
Employee Packet includes (all three parts are required):
- Please bring the following documents
with you to Human Resources:
- Non-Resident Aliens:
Additional Hire Paperwork
- Work Authorization
Letter from International Affairs, 101EH
- Non-Resident Alien
Tax Packet (CO-NRA)
- Tax
Treaty Coordination
Getting
Paid:
- Letter
of Offer –
Sign and Submit Promptly!
- The letter of offer
is both Your Employment Contract with PSU and Your Pay Document
- Sample
letter
- Pay
Schedule
- Sample
Earnings Statement
- Payroll
Deductions
Payment Distribution
- Direct
Deposit
- Issued only for regular month-end
payroll
- Deposited to nearly any bank
in the U.S.
- Pay can be distributed to multiple
accounts or multiple institutions
- An earnings statement will
be issued and is also available online through the PSU Information
System
- Paper Checks
- Issued for month end payroll
and for late pay documents
- Can view earnings statement
information online as well
- Enrolling in Healthcare and Optional
Benefits through the Public Employees Benefit Board (PEBB) - Sign
and Submit Promptly! Benefits
begin the first of the month following BOTH your
hire date into a benefits eligible position AND your
completion and submission of enrollment forms to the office of Human
Resources OR your completion of online enrollment
through the PEBB.Benefits online enrollment system. Click here for
more information on Health
Care Benefits
- Other
Benefits
Linking
Up at PSU:
Below
is a list of commonly asked “How do I do’s” that we’ve
consolidated for easy reference as you learn your way through PSU
processes
and systems.
How
Do I...?
...
sign up for New Employee Orientation?
... get a PSU Information System PIN number?
... get a University Computer Account?
... get an e-mail address?
... get paid?
... enroll for Benefits programs and plans?
...
when will my coverage become effective?
...
enroll in a retirement program?
...
sign up for Staff Fee Privilege Program?
...
register for training classes and courses?
... get a new or replacement University ID card?
... learn about time reporting, paychecks, direct deposit
and payroll processing?
... read the deductions on my pay check?
...
get information about transportation or parking on campus?
... get building keys or key access?
...
get voicemail for my telephone?
... get a library
card or reserve a book?
...
use the campus recreation center (Peter Stott Center)?
...
locate phone numbers for University departments and units?
... access
and/or change my own personal, employment and benefits information?
... change
my home address or personal information?
... get the latest campus news?
...
find publications and manuals?
... find online forms?
...
locate facts about the University?
How
do I sign up for New Employee Briefing?
New
employee briefing sessions for benefits eligible employees are offered
twice a month by the Office of Human Resources (additional sessions
may be offered during peak hiring times). The 3-hour sessions are held
Monday mornings from 9:00am - 12:00 pm. You can enroll for this session
by calling 503-725-4926.
There
is also a part-time faculty orientation offered at the beginning of
each term. To find out more information, call 503-725-4926.
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How
do I get a Personal Identification Number (PIN) for the PSU Information
System (banweb)?
The PSU ID is usually your social security number (SSN) or may be a
PSU issued nine digit number beginning with 99. The Personal Identification
Number (PIN) is issued as your date of birth entered as month-day-year
(MMDDYY), with leading zeros for single digits.
More
information regarding the PSU Information System (banweb)
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How
do I get a University Computer Account (ODIN Account)?
Portland
State University provides many computing resources to students, faculty
and staff. An "Odin" account will allow you to access most
of these resources, including email (WebMail, IMAP, POP3), dial-up
Internet
access, campus computer labs, UNIX shell access (odin.pdx.edu) and
disk space for personal files and web pages.
To
obtain a ODIN Account, go to https://www.account.pdx.edu/.
You will only be able to get an ODIN account if you have completed your
New Hire paperwork and turned it in to the Office of Human Resources.
It may be necessary to obtain additional department and application-specific
accounts to access other resources on campus
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How
do I get an e-mail address?
When
you request an ODIN account you will automatically as get an email account.
More
information on accessing your email account.
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How
do I get paid?
In
order to get paid for the first time, the Office of Human Resources
must receive two items, your New Employee Packet containing your I-9
and W-4 forms, and your Hire Document (Letter of Offer or Student Hire
Form). This information will allow us to add you to the system as an
employee. If you are FLSA Overtime Eligible you will also need to complete
a time sheet.
Employees
are paid once a month on the last working day of the month.
Download a New Hire Packet
Information on Payroll Deadlines
Download a time sheet
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How
do I enroll for benefits programs and plans?
Verify
with your supervisor or hiring authority that you are a benefits-eligible
employee (i.e. continuous employment for a period designated as six
months or longer for twenty hours per week (.50FTE) or greater.
Attend
a New Employee Briefing where you will receive a benefits packet and
information regarding your benefits options. After you review benefits
information and are ready to make your benefits elections, choose one
of the benefits enrollment options. Note: Medical, Dental, Life Insurance,
Disability and Flexible Spending plans require enrollment within 60
days of your official hire/start date.
For
information on how to enroll online, click
here.
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When
will my coverage become effective?
Important
note on benefits coverage effective dates:
PEBB
rules state that new employee benefits will begin the first of the month
following both:
1.
The date of hire into an eligible position (for example, employees hired
on the 24th of any given month will be eligible the first of the following
month, employees hired on the 1st of month will be eligible the 1st
of the next month)
-
and -
2. The
completion and submission of enrollment forms to Human Resources
or the completion of online enrollment with PEBB.Benefits
(scheduled to be released for use September 1, 2005 )
Employees
have 60 days from the date of eligibility in which to complete and
submit
enrollment. Any employees waiting longer than 60 days must appeal to
PEBB to enroll or enroll at the next available open enrollment.
For
example:
- An employee hired September 16th who
completes enrollment forms and submits them to Human Resources by
5pm on September 30th , will have benefits coverage effective October
1 st
- An employee hired September 16th who
completes enrollment forms and submits them to Human Resources between
October 1st and October 31st , will have benefits coverage effective
November 1st
- An
employee hired September 16th who completes enrollment forms and
submits them to Human Resources between
November 1st and the deadline for forms of November 15th ,
will have benefits coverage effective December 1st
- An employee hired September 1st will
have their earliest coverage start date eligible be November 1st (given
they complete forms in the month of September).
Enrollments
done on the new PEBB.Benefits system will start the first of the
month
following the date the employee enrolls online. Employees will not
be able to enroll online with a future contract date, this system
will
only be available after their date of hire.
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How
do I enroll in a retirement plan?
Classified
Staff Employees who are or will be scheduled to work at least twenty
(20) hours or more per week for a minimum of twenty (20) weeks in a
fiscal year, are required by state law to enroll in and contribute to
the Public Employees Retirement System (PERS).
If
you are Classified Staff benefits-eligible employee, you do not need
to enroll in PERS. You will be automatically enrolled upon completion
of your 6 months and 600 hours of service.
Unclassified
benefits eligible employees may elect to participate in either the Public
Employees Retirement System (PERS) or an Optional Retirement Program
and will receive a Retirement Packet explaining your options and how
to enroll upon completion of the waiting period.
More
information regarding Retirement Plans
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How
do I get a University ID card?
In
order to get an ID card you must first complete your new hire paperwork
and turn it in to the Office of Human Resources. The front desk will
then give you ID Card Validation Sticker and with that you can go to
the ID Card Room in the Neuberger Hall Lobby to get your ID Card. If this is a replacement ID, you must come to HR first and get an ID Card Validation Sticker.
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How
do I find out about time reporting, paychecks, direct deposit and payroll
processing?
Time
Reporting: If you are a FLSA Eligible employee you should submit your
time sheet by the appropriate deadline. Time sheets are used to generate
your paychecks and should be completed and submitted in a timely and
accurate manner. Student Employees should submit their time sheets electronically
via the PSU
Information System.
Direct
Deposit: You may arrange for a direct deposit of your net pay by completing
an enrollment form available by downloading and completing the Direct
Deposit Authorization Form.
Paycheck
Distribution: Paychecks and pay advices are distributed to the home
department every pay day (the last work day of the month). If the normal
payday falls on a University recognized holiday, paychecks are distributed
the work day prior to the holiday. The University will not release paychecks
prior to scheduled paydays.
W-2:
The W-2 form represents the taxable income your received during the
calendar year and is required to prepare your income tax returns. W-2
forms for a January 1 through December 31 calendar year are distributed
to employees by January 31.
Payroll
Guide for Student Employees
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How
do I read the deductions on my paycheck?
You
should review and confirm that the information on your paycheck or pay
advice is accurate, including the spelling of your name and address,
the amount and type of earnings and pre and post-tax deductions. If
you are a benefits-eligible employee, we encourage you to check your
paycheck the pay period following benefits enrollment to ensure that
the appropriate amounts are being deducted based on your benefits selections.
Errors or discrepancies should be reported immediately to the Office
of Human Resources
Paycheck
Deductions: Mandatory paycheck deductions are subtracted from your gross
pay in accordance with federal and state laws. Federal and state tax
deductions are based on information completed by on W-4 form. Mandatory
Deductions include:
- Federal
Tax: Based on taxable income
- Additional
Federal Tax: Amount indicated by employee in Box 6 of form W-4
- FICA:
percentage of "taxable income (7.65% in 2005)
- Retirement:
Percentage of gross pay that depends on type of retirement plan
- State
Tax: Based on a percentage of federal tax
- Union
Dues / Fairshare
- Court
ordered deductions (e.g. garnishments or child support payments)
- Other
Deductions: Optional paycheck deductions (i.e. flexible spending,
parking fees etc.), are deducted from your gross pay based the payment
conditions of the enrollment or authorization forms you completed.
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How
do I get building keys or key access?
Keys
will be issued to employees who fill out and send in the Key Card Authorization
and Receipt to Facilities and Planning (FAP) 725-3738. Click HERE
to down load the form from the Facilities website.
Keys
for the Campus can be picked up at 202 University Services Building.
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How
do I get the latest campus news?
The
PSU Currently
PSU
Currently is published on the Web every week during the academic year
for faculty and staff of Portland State University. The most recent
copy can be found at http://www.publications.pdx.edu/currently/
The
Vanguard
The
Vanguard is the student run PSU Newspaper. It is available at various
locations around campus and online at http://www.dailyvanguard.com.
The
Virtual Viking
VIRTUAL
VIKING is a weekly e-mail to Portland State University students that
will share announcements of forthcoming PSU events and information relevant
to the entire PSU community.
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How
do I find on-line forms?
Online
forms used throughout the University :
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