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Summer Session

Business Details

I. PAYROLL

Compensation for the regular six-week session will be paid in one installment. Employees who work beyond the six-week session will receive a second payment August 29.

PERIOD SESSION DATE TO BE PAID
June 1 – 22 Pre Session June 30 – Monday
June 23 – August 1 Regular Session July 31 – Thursday
August 2 – 31 Post-Session August 29 – Friday
September 1 – 15 Post-Session September 30 – Tuesday

*Provided payroll paperwork is received by the 10th of the month to be compensated.

Appointments that begin and end in June will be paid on the last working day of June.  Similarly, appointments completed entirely within July, August or September will be paid in full on the last working day of each respective month.

Payroll checks will be distributed in the Payroll Office, Administration Building, Room 306 on the specified dates. We will continue to send checks to home or bank if previous arrangements have been made.   Arrangements are made by completing the check disposition form by the 10th of the month in the Payroll Office.  Visiting faculty should contact the Payroll Office in Administration Building, Room 306 if they wish their check to be mailed.

Student time certificates and student rosters are due in the Payroll Office, Administration Building Room 306, on July 15th and August 14th by noon.  Temporary employees and hourly musician’s time certificates are due in the Payroll Office, room 306 on or before July 15 and August 15.

Employees new to Western Oregon University shall be paid within 35 days from the time that such employees begin work per ORS 652.120(2). New employees will be evaluated on an individual basis and manual checks will be processed in mid July and mid August if necessary to comply with this statute.  Paperwork must be completed and submitted by the 10th of the month compensation is to be received.  This will affect primarily new student and new adjunct employees.

The usual assessments for State Tax, Federal Tax, Social Security/Federal Medical and State Industrial Accident Insurance will be deducted from each check. Retirement will be attributed when applicable.  Visiting staff will be interested in the following statement from the Oregon State Department of Revenue:

“Visiting staff who are not residents of the State of Oregon will be subject to the Oregon state withholding tax regulations that required the employer to make deductions from all salary and wage payments. This tax will, in most cases be refunded to those who have worked in the State of Oregon less that seven months for the calendar year.”

To secure the tax refund, it is necessary to file a tax return between January 1 and April 15 using the form provided by the Oregon State Tax Commission. This form may be obtained by writing to the Oregon State Department of Revenue, 955 Center St., Salem, OR 97309.

Employees of Western Oregon University are subject to Social Security and Federal Medical Tax. Any employee who does not have a social security number must make immediate application for such a number.

Before hiring foreign nationals designated “nonresident aliens” or “resident aliens” you must contact International Admissions and Advising, Ext. 88425 to insure that they have the correct VISA in place, etc. as governed by the Federal Immigration laws. Once work eligibility is established, contact the Payroll Office to get information regarding appropriate paperwork to put the employee on payroll for students at 88204, and the Human Resources office at 88490 for faculty.

Summer Session salary is classified as professional wages. This office will not provide an official statement that any portion of that compensation covers expenses incurred in connection with Summer Session services.

II. BUSINESS HOURS

Beginning Monday, June 24, the following offices will be open to the public as indicated:

Registrar’s Office Rm 104        Monday – Friday  8:00 a.m. to 5:00 p.m.
Cashier’s Window Rm 102A        Monday – Friday  8:00 a.m. to 5:00 p.m.
Payroll Office Rm 306        Monday – Friday  8:00 a.m. to 5:00 p.m.
Human Resources Rm 206        Monday – Friday  8:00  a.m. to 5:00   p.m.
Financial Aid Office Rm 310        Monday – Thursday  8:00 a.m. to 5:00 p.m.
Financial Aid Office Rm 310              Friday 10:00 a.m. to 5:00 p.m.
The Cottage       Monday – Friday  8:00 a.m.  to 5:00 p.m.
Admissions Office Academic Services Program Center Rm 405        Monday – Friday  8:00 a.m. to 5:00 p.m.

III. CAMPUS MAIL SERVICE:

Mail deliveries are made from the Physical Plant each day, Monday through Friday between 10:00 a.m. and Noon.

In each building, a specific location should be designated for delivery and pick up of mail. This is a necessity to reduce the possibility of pieces of mail becoming lost and to ensure that the mail carrier will know what is intended for delivery from your office to other offices on campus.

Official institutional mail should be brought to, or sent to, the mailroom in the Physical Plant for affixing required postage. This mail should be batched by account to be charged. Mail is dispatched to the U.S. Post Office once each day, Monday through Friday, and must be in the mailroom no later than 2:30 p.m. There is no dispatch from campus on Saturday.

For interoffice mail, an interdepartmental mailing envelope is provided for your convenience. This envelope can be used over and over again. Please return any accumulation of envelopes to the mail service office for recycling.

 

CONTACT US

Payroll

503-838-8204 | or e-mail: payroll@mail.wou.edu | Location: Admin Building, Room 306