PCB Payroll/Personnel Information

The procedures and information provided on this web page are for the Faculty and Staff of the Department of Physiology and Cell Biology at The Ohio State University. Other Departments may have different procedures to follow.

Following are steps to follow for various human resource requirements within the Department of Physiology and Cell Biology.

All requests for updates to personnel salaries, labor distribution, etc., must be by email to Mary.

Hire/Position Process
To be able to hire a new employee or transfer in an OSU employee, a position description must be in the PeopleSoft system and approved. It can take 2 – 6 weeks for a position to be approved, so plan ahead. An applicant cannot be hired until the position is approved.

SBS-HR and Mary have examples of most position descriptions to guide you in writing or updating a position description. Position descriptions must be updated for every hire into that position.

Steps to hiring an employee:
1. Decide on position title, then write a description of work to be completed.
2. Submit to SBS.HR@osumc.edu for entry into PeopleSoft.
3. When approved by the COM and HR, the position can then be requisitioned for posting. The COM HR approves requisitions once a week on Tuesdays for posting on the following Sunday. Positions are posted for two weeks, unless requested for a longer period of time.
     a. Applicants apply online. At the end of the two week posting, and after screening by HR, online applications are released to the Position’s Supervisor for the interview process.
     b. Once an applicant is chosen, the Position’s Supervisor is required to note why each applicant was not chosen for the position.
     c. If the applicant is foreign, notify SBS.HR for visa assistance:
          Verify that the applicant has working privileges within the United States. A J-1 application takes approximately 2 weeks to process. One of the following offer letters must accompany the J-1 sent to the applicant. Depending on the country the applicant is coming from, it may take a period of time for the applicant to obtain the visa.
     d. An offer letter is prepared for the applicant by the Position’s Supervisor and SBS.HR. SBS-HR has a standard offer letter StaffOfferLetter. If you are hiring a Postdoctoral Researcher or Fellow, please use the PDR Offer Letter.
     e. The applicant is required to read and sign the offer letter. A copy of the signed offer letter is made for the new Employee and the Position’s Supervisor. The original is filed in the new Employee’s personnel file.
     f.   SBS.HR will provide the new employee the Hire Data Worksheet to complete pertinent information needed for hiring into the PeopleSoft system. They will send this with the Offer Letter and request it be completed and returned with the signed offer letter. This saves SBS.HR time by allowing them to have a personnel file started for the employee and paperwork ready when the employee comes for their hiring appointment.
     g.  Schedule an appointment with SBS.HR for the new employee on the first day they report to work.
     h. On that first day, take the new employee to the SBS.HR office at the appointment time for all the necessary paperwork to be completed.

New Employee Orientation
New employees are scheduled with SBS.HR on their first day (on-site) of employment to obtain information and complete forms. They are also scheduled for a full day OSUMC New Employee Orientation on their first day (or soon after) of employment. The following topics are covered during that orientation:
- background information about Ohio State
- Ohio State culture and traditions
- university structure and governance
- health and non-health related benefits
- important resources
- what you should expect as a new employee
- who to contact for help

For research personnel, it is the Principal Investigator's responsibility to assure that staff receive training on the following:

1. CBL - COM Non-clinical staff (annual) www.medctr.ohio-state.edu (go to Workplace link and then to Employee Education link for access to your assigned CBL’s)
     a. HIPPAA Basic
     b. HIPPAA Module 3: Information Safeguards and Security
     c. Institutional Data Training (university designated personnel)
     d. Sexual Harassment

2. OSHA - COM Laboratory Personnel www.ehs.ohio-state.edu
     a. OSU EOEP (Building Safety) [includes fire safety and emergencies] - one time
     b. Laboratory Standard Training – one time with annual in lab refresher
     c. Bloodborne Pathogens – initial
     d. Bloodborne Pathogens Refresher Training (annual update)

Other training considerations are for Biohazards, Animal Handling, Human Subjects, Chemical Hygiene, and Occupational Health Safety. More information may be found at the PCB Environmental Health and Safety webpage.

Change of Personal Information
Employees can update their personal information using Employee Self-Service: https://hr.erp.ohio-state.edu/psp/shcosuhr/EMPLOYEE/HRMS/c/ROLE_EMPLOYEE.OS_ESS_LOGIN.GBL. Anytime an employee changes address, personal phone number, gets married, etc., they can use the Employee Self-Service to make all the updates. Keeping your personal information up-to-date assures that you will receive your annual W-2s and other pertinent information regarding your position and benefits.

Immigrant/Alien Forms
Anytime an immigrant/alien changes pertinent information, besides completing the Employee Self-Service, they must also complete an Alien’s Change of Address Card. This is a requirement of the U.S. Department of Homeland Security.

Employment Verification - EmploymentVerificationw/TheWorkNumber
Sometimes it is necessary to provide employment verification to outside entities. The link above will provide the information you need to give to that entity so they can obtain verification.

Leave of Absence / eLeave
A Leave of Absence is requested any time you are NOT going to report to work, e.g., Vacation (except for 9-month Faculty), Sick, Jury Duty, Bereavement, etc. The online request (Faculty/Staff) or paper form (GRAs) must always be completed prior to taking the leave, unless it is for sudden illness.

In the case of sudden illness, eLeave must be completed immediately upon return to work.

For scheduled surgeries, etc, submit the eLeave, then give a copy of the Doctor’s excuse to Mary.

For Jury Duty, submit the eLeave, then give a copy of your jury duty notice to Mary.

For Death in the Family, submit the eLeave, note relationship of the deceased, then give a copy of the obituary to Mary.

After you submit on eLeave, the request will go to your Supervisor for approval.

Faculty, Staff, PostDocs and GRAs must complete the Business Leave Request for University Business trips.

Graduate Research Associates will have to complete the paper Application for Leave form for illness and University business. The following need to be completed on the Leave of Absence form:
- Name, Employee ID#
- Check type of leave (Sick or University Business)
- Enter dates and # of hours
- Provide Additional Information, e.g., attending AHA Conference, NIH Study Section, vacation, death of parent.
- Sign at Employee Signature and Date
- Note who is responsible in your absence. Also, provide information on how you can be reached in an emergency.

Then have your Supervisor sign, date, and approve or disapprove the leave.

Performance Evaluations - P3
The performance evaluation, also known as P3, is completed at least twice annually. The annual evaluation is performed in June/July, and the semi-annual is performed in December/January. A copy of the completed annual P3 (June/July) must be turned in to Mary. Supervisors may access information, job aids, and examples of a completed P3 at the above website.

Tuition Assistance
Information regarding Tuition Assistance for Faculty, Staff, and Dependents is available at the above website.

For Direct Deposit additions or changes, you will need your account and bank routing numbers.

The requirements for a volunteer are listed below and on pg 2 of the volunteer application:

Requirements	Responsibility
Clearing background check(s) & receiving an OSUWMC ID badge	HR Service Center
Completing a volunteer application	HR Service Center
Provide the research topic to Dept Admin	Principal Investigator
Compose a Welcome letter to the Volunteer from the Chair & save to shared drive	Department
Volunteer provides 2 letters of recommendation	HR Service Center
Health exams are completed (#9 from the volunteer application)-proof of health insurance and current tetanus and Hepatitis B vaccinations are required.	HR Service Center
Safety Training is completed (not required prior to start date)	Department

HR will communicate to the volunteer about the background check, application, recommendations, and health exams.

The Dept will be responsible for drafting the welcome letter and communicating the safety training to the volunteer.

After the first 5 requirements have been met, HR will send the original volunteer packet to College Admin to keep on record.

Principal Investigators and Supervisors: This process is more time consuming and volunteers may not be able to start as quickly as they have in the past.

In the past, we have experienced a high volume of volunteers at the beginning of summer and most PI’s expect a 1-2 day turnaround time to start because they assume the process is less complex since compensation is not involved; however, this may not be the case.

GRA/Undergraduate Employment
Faculty mentoring rotational GRAs should escort them to Mary's office so she can process their Buck ID and/or OSUMC ID for building and/or laboratory access. Mary will submit appropriate paperwork for access.

Faculty hiring Undergraduate Students as Student Assistants, should contact Laura Maggart with the student's name, student ID #, email address, and phone number so she process their hire. Appropriate building and laboratory access will be given when IDs have been processed.

Resignation/Termination Procedures
Following are the steps to follow when a resignation or termination occurs:
1.   Each employee (Staff, Student, Graduate Student) terminating employment with The Ohio State University is requested to submit a letter or email of resignation to the Department office and a copy to his/her supervisor at least two weeks prior to the last day worked. Faculty are requested to give at least four weeks notice.
      If the Supervisor is terminating employment, a termination letter will be provided the employee. Supervisors may use the Postdoctoral Termination letter for postdoc positions ending due to lack of funding.
2.   The immediate Supervisor will ask the employee to complete the Exit Interview Form.
3.   Before leaving the department, the employee must return all locks, keys, and ID badges directly to the Department office and leave a forwarding address and email address. The forwarding address is necessary to assure the employee will receive their W-2 at the end of the year. For those who accrue vacation, the available time is paid out on the last check. Compensatory time, if applicable, will be paid out on the last check, also. Sick leave is only paid out if the employee is retiring from active state employment at the rate of one-fourth of the accrued unused ill time balance up to a maximum of 240 hours.

Risk Management
All personnel receive safety training that is required for their position. Go to the PCB Environmental Health and Safety web page for more information.

In the event that job related injury occurs, the employee’s Supervisor and Department Administrator must be notified immediately. Accident report forms are completed and forwarded to Environmental Health and Safety. Medical attention, if needed, is available at Employee Health (2A Cramblett Hall, University Hospital Clinic) during regular business hours or the OSUMC Emergency Department after hours.