payroll: Paynews Monthly

[BAO Payroll Office News]

The PayNews Monthly - April 2018 Edition
In an effort to improve our communication with departments, we have created "The PayNews Monthly", which will be emailed out to departments at the beginning of every month. It will include updates, reminders, upcoming events, and helpful tips.  Please take the time to read our first edition and if you have any comments or questions, contact Shelby Cooper at shelbyc at uoregon.edu<mailto:shelbyc at uoregon.edu>.

Updates


*         Business Affairs Website
We have recently published a new and improved payroll site on the Business Affairs website<https://ba.uoregon.edu/>.  The information is directed to employees and our off campus employers.  Employees will be able to find information about Duckweb, direct deposit, payroll taxes, how to read their earning statements, as well as many other important topics.  You will still find information about payroll procedures on the Banner Guide.  We welcome any feedback you may have in regards to our websites.  Please direct those comments and questions to Shelby Cooper at shelbyc at uoregon.edu<mailto:shelbyc at uoregon.edu>.


*         New Employee in Payroll
We are very excited to announce that we have hired Erin Driscoll to be the new Foreign National Specialist in the Payroll Office.  She previously worked in Academic Advising.  Her first day in her new role was March 12th.  You can contact her at erinlynn at uoregon.edu<mailto:erinlynn at uoregon.edu> or 6-1122.


*         Prorated Leave Calculator
There is a new tool available on the Banner Guide that can help calculate what the leave accruals should be in partial months.  This can be especially helpful on leave payouts when an employee separates from the UO midmonth.  There is a link to it on the Banner Guide's HRIS Table of Contents<https://bg.uoregon.edu/content/hris-table-of-contents>.  If you have questions about the leave proration for faculty/OA's please contact Chad Hartvigsen at chadh at uoregon.edu<mailto:chadh at uoregon.edu>  and if you have questions about the leave proration for classified please contact Mindy Schmidling at mindy at uoregon.edu<mailto:mindy at uoregon.edu>.


*         Electronic Approval (EPAF's)
More and more departments are using the electronic approval system in Banner.  We encourage those departments who are not currently using the system to send their staff to the monthly trainings and begin entering transactions like labor distribution changes directly into Banner.  Not only does it save paper but it is quicker and more transparent.  At any point in time, you can bring up a transaction and see where it is in the approval process or if it has been applied to the database.  The transactions available through EPAF's are labor distribution changes for all employee classes, student rate changes, student terminations, student rehires, temporary employee terminations, and supervisor updates.
You can sign up for an EPAF training course through MyTracks.

Reminders


*         Employees Working Outside the US
Please contact Jennifer Doreen in Human Resources (jdoreen at uoregon.edu<mailto:jdoreen at uoregon.edu>), Risk Management (riskmanagement at uoregon.edu<mailto:riskmanagement at uoregon.edu>), and Ben Kane and Shelby Cooper in Payroll (bkane at uoregon.edu<mailto:bkane at uoregon.edu> and shelbyc at uoregon.edu<mailto:shelbyc at uoregon.edu>) as soon as you know that an employee will be working outside the U.S.  There are employment laws, immigration issues, and payroll taxes that need to be addressed and giving those departments sufficient lead-time will help minimize any delays.


*         IRS Form W-4
The Payroll Office can no longer accept the 2017 Form W-4.  Please make sure that you provide your employees with the 2018 Form W-4 when they are being on-boarded or requesting a change.  Additional information about the Form W-4 can be found on the Business Affairs Website. (https://ba.uoregon.edu/content/payroll-tax-information).


*         April Deadlines & Dates

o   Payroll Document Deadline                         April 9th

o   Time Entry Window                                      April 19th-23rd

o   Pay Day                                                           April 30th

Upcoming Events


*         May Triple Spreadsheets              May 2018

*         New Statewide Payroll Tax           July 2018

*         Minimum Wage Increase              July 2018



*         Workshops (Sign up through MyTracks<https://hr.uoregon.edu/mytrack-talent-management-system-0>)

o   Student Employment Workshop                             April 30th ,May 1st, May 3rd 2:00-3:30pm


o   I-9 Workshop                                                              May 14th 10:00am - 12:00pm
June 18th 10:00am - 12:00pm
July 19th   10:00am - 12:00pm


o   Manual Check Workshop                                          April 27th  9:00 - 10:00am
May 3rd 9:00 - 10:00am

May 16th  9:00 - 10:00am



*         Monthly Trainings (Sign up through MyTracks<https://hr.uoregon.edu/mytrack-talent-management-system-0>)

o   HRIS Overview                                                            April 11th 10:00am - 12:00pm

May 9th    1:30 - 3:30pm



o   HRIS Time Entry                                                          April 11th 1:30 - 4:30pm

May 10th 1:30 - 4:30pm



o   HRIS PHAREDS                                                            May 17th 10:00 - 11:30am


o   HRIS EPAF Training                                                     April 12th  9:30 - 11:00am
May 15th  9:30 - 11:00am


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