CEOAS Graduate Student Hiring

CEOAS Graduate Student Hiring | FACULTY SECTION

Questions? Please contact Lori Hartline.

Updated September 2023

GRAs, GTAs, Hourly, Summer, Fellowships, timelines, timesheets, payday, insurance, general info, and more.

Appointment Request Type: Graduate Research Assistantship C60220

Send the following to Lori Hartline

PI/Supervisor
Student Name
FTE (0.40 - 0.49) for 2023-2024
Index-to-charge
- Any splits info for index. Must total 100%
Academic Terms (Fall, Winter, Spring, Summer)

Tuition is charged proportionally, cost-to-grant will also include F & A, OPE.

Appointment Request Type: Graduate Teaching Assistantship

Please contact Robert Allan. All GTAs, and any GRA/GTA splits must be pre-approved.

Appointment Request Type: Graduate Student Hourly C51641 (FWSp)

Send the following to Lori Hartline

PI/Supervisor
Student Name
Pay rate
- Rate cap is $32/hr during Academic Year, Sept 16-June 15
- Hours are limited to 24 hours per week during Academic Year
Index
- Include any splits info for index. Must total 100%
Duration or academic terms (Fall, Winter, Spring, Summer)

May be used for tuition (out-of-pocket) in cases where grants don’t allow for tuition. Student registration for under 5 credits will prompt charges for FICA taxes to the student. You are not required to cover these, but most do.

Hourly appointment does not provide OSU Grad Health Insurance, nor does it allow access to that plan.

If you wish to pay above the limits for this type of hire, see contacts immediately below. They can possibly suggest other appointment types.

Faculty PIs: do you have grant-cost or budgeting questions? Please contact your grants person in CEOAS Finance, see the Research page in the Faculty Handbook, or email grants@ceoas.oregonstate.edu

Summer Hire information from summer 2023, OSU HR.

CEOAS information for Summer term 2024 will be sent out around March 2023.

Fellowship questions, please contact Lori Hartline. These are not GRAs or GTAs

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CEOAS Graduate Student Hiring | Student Information

Updated September 2023

General Timelines:

Hiring Request Deadlines -- students, prompt your advisor or funding faculty member to submit this info!

This allows for timely completion of all steps, from request through approvals and payroll activation.

August 1 for Fall term

November 1 for Winter term

February 1 for spring term

April 1 for Summer term

Graduate Hiring Steps: generally take a month to become active

Info from PI to CEOAS BennyHire Liaison (Hartline); managed by ADAP (Kent) and Grad Services Director (Allan)
CEOAS Finance index/bugets approval
OSU HR sends appt letter for GRA or GTA, no letter for Hourly
OSU HR checks, including CHC and vehicle if needed
OSU HR sets up appointment in Banner
OSU Payroll and Student Accounts process appointments and remissions (if applicable)
Appointment is active
Paychecks may be manual (papercheck, snail mail) if issued out-of-cycle. Students need to keep local, mailable address on file.

Delay factors: after PI request is received, but before pay is “active”

Docusign access problems, to junk or spam folders, non-OSU email forwarding problems
New hire to OSU, student will receive New Hire packet including SSN check, W-2 and I-9 forms. This is critical and appointment is not active until this is completed. All hirees will need an SSN receipt or card to begin work. All hirees need to do an in-person check-in with OSU HR at the University Plaza offices on Western.
Other conflicting income blocking appointment: some fellowships, FRA status, existing hire by other OSU departments, some government sponsorship.
Registration: all Graduate Assistants (C60220) must be registered for 12 credits FWSp, this overrides possible lower requirements.

I’m a PI, do I sign off on the timesheet?

I’m a Graduate Assistant, do I need to submit a timesheet?

YES: GRA/GTAC60220 timesheets are submitted blank unless you are claiming sicktime or substituting hours for another GTA.

YES: Graduate Hourly C51641 timesheets are submitted with hours by students.

SUPERVISOR needs to notify student of allowable hours as that’s what scales the actual pay. Applies mostly with summer-hire options.

When is Payday?

GRA and GTA

Timesheets due mid-month, supervisor must sign off. Pay is end of current month.

Hourly

Timesheets due mid-month, supervisor must sign off, pay is end of TRAILING month.

Note on assistantship-to-Hourly transition for standard hiring dates–there is a lag of 1.5 months between paydays, you may request a draw, but be aware of limits to amounts available.

What about graduate student insurance?

Grad Insurance through OSU is not available for Hourly hires.

See this page for more information, including insurance activation timelines, and dependent coverage information.

Questions? Please contact Lori Hartline.

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