payroll: PayNews Monthly

[BAO Payroll Office News]

The PayNews Monthly - May 2018 Edition

Updates

*         New EPAF Approval Category
We have just added a Job Title EPAF to Banners electronic approval system.  This EPAF will allow departments to send job title updates electronically to HR.  The HR Operations team will review the EPAF and once it is approved, it will automatically be routed to Payroll to be applied to the database.  If you are already using EPAF's and would like to gain access to the TITLE EPAF, please email your request to Cathy Denver at cathy1 at uoregon.edu<mailto:cathy1 at uoregon.edu>.  Step by step instructions for the TITLE EPAF can be found on the Banner Guide<https://bg.uoregon.edu/node/1142>.

*         New EIF and PRF Forms
Payroll will be publishing a new Employee Information Form (EIF) and Payroll Request Form (PRF) this month following changes to data collection requirements.  HR is leading an effort to update the information obtained for new employees, and they will be providing more information to HR Partners over the next few weeks.  We are taking this opportunity to make formatting changes as well as other positive improvements to the PRF.

*          State Transit Tax
Effective on July 1st, 2018, all Oregon employers are required to collect one tenth of one percent (.001) of their employees' taxable wages for the new Oregon State Transit Tax.  This tax only applies to employees who are either an Oregon resident or a non-resident working in Oregon.  This tax is paid by the employee.  An email will go out to all employees this month notifying them of this new tax.  Payroll will be using the job location code in Banner to identify employees who are exempt from this tax so please verify that the job location codes are set up correctly for any employee who is working outside of Oregon.  Additional information can be found on the Oregon Department of Revenue's website<http://www.oregon.gov/DOR/programs/businesses/Pages/statewide-transit-tax.aspx>.

Reminders

*         May Triple
Please review the information regarding the May Triple Deduct process on the Banner Guide<https://bg.uoregon.edu/content/may-triple-deduction>.  Spreadsheets for those employees who should not be tripled are due by Friday, May 11th, 2018. Please email them to bkane at uoregon.edu<mailto:bkane at uoregon.edu>.  If you'd like a list of your employees that will be tripled please contact Ben with the Timesheet orgs that you have access to.

*         Student Employee Work Week Restrictions
Student employees are students first and in recognition of this, they are limited to working a maximum of 25 hours per week.  Because of visa requirements, international students are limited to 20 hours per week.  Here are a couple of things to look for when calculating a students working hours in a week:

o   Most students are eligible for sick leave and those hours count towards the maximum number of working hours in a week.

o   Coordination between departments will be necessary when a student is working in more than one department because the maximum applies to the students combined work hours.

*         International Students
Do you have any international student employees graduating this spring?  International students are not automatically eligible to work one term past graduation.  They must apply for Optional Practical Training (OPT) in advance with the USCIS.  If you have any questions or need additional information, please contact Holly Cook, 6-1107 or hcook at uoregon.edu<mailto:hcook at uoregon.edu>.

*         Renewal Appointments
Deadlines for faculty and fixed term OA contract renewals are coming up fast.  Please reference the HR website<https://hr.uoregon.edu/hr-operations/deadlines-faculty-oa-appointments> if this applies to you.

*         May Deadlines & Dates

o   Payroll Document Deadline                         May 8th

o   Time Entry Window                                      May 21st - 23rd

o   Pay Day                                                           May 31st

Helpful Tips

*         Did you know that employees don't lose their access to Duckweb after they separate from the UO?  This means that they will continue to have access to their earning statements and W2's.

Upcoming Events

*         Minimum Wage Increase effective July 2018.



*         Workshops (Sign up through MyTracks)

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

o   Manual Check Workshop                                              May 16th 9:00 - 10:00am



*         Monthly Trainings (Sign up through MyTracks)

o   HRIS Overview                                                                  May 9th 1:30 - 3:30pm

o   HRIS Time Entry                                                                May 10th 1:30 - 4:30pm

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

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

Thank you,
The Payroll Office
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