payroll: The PayNews Monthly - July 2018 Edition
BAO Payroll Office News
payroll at lists.uoregon.edu
Fri Jul 13 14:03:37 PDT 2018
The PayNews Monthly - July 2018 Edition
There are a number of important instructions related to July time entry in this edition, so please read all the updates carefully.
Updates
* SEIU COLA and Regular Merit Increases - Effective July 1, 2018
The COLA increases and July Merit Increases have now been uploaded. Please check your roster to ensure that your employees have been updated correctly.
For Hourly Employees:
PHAHOUR - There will be two timesheets for hourly classified and temporary employees; e-classes CD, CE, CH, CI, CL, CM, CN and TS (except pooled position BUOTNR).
Caution:
* Timesheet # 1 has current hourly rate for hours through June 30, 2018.
* Timesheet # 2 has new hourly rate with Effective Date of July 2 or 3, 2018, for hours beginning July 1, 2018.
* Ensure all leave hours taken (sick, vacation, comp. and personal) and overtime hours worked are recorded for the correct time period and rate.
Note: If hours are entered on only one timesheet (for hourly employees) you will have either overpaid or underpaid your employee!
Please make sure the Lead Work and Work-out-of-Class differentials are paid at the correct rates.
For Salaried Employees:
* Overtime hours worked in June - use earn code OTP (overtime for prior month), and enter the special rate - i.e. previous hourly rate before the COLA.
Questions regarding the time entry into PHAHOUR should be directed to Mindy Schmidling at 6-2960 or mindy at uoregon.edu<mailto:mindy at uoregon.edu>
* Minimum Wage Increase
Oregon's minimum wage increased on July 1st, 2018. All jobs that were below the new rate were automatically updated in Banner. Please check your roster to ensure that all affected employees were updated correctly.
New Rates
Standard (Includes Eugene) $10.75/hr
Portland Metro $12.00/hr
Nonurban Counties $10.50/hr
This rate increase will create two timesheets for the July time entry. The hours worked need to be divided up between the two timesheets in the following manner:
* All hours worked in June (Old rate) should be entered into the first timesheet.
* All hours worked in July (New rate) should be entered into the second timesheet.
Note: If hours are entered on only one timesheet you will have either overpaid or underpaid your employee!
Questions should be directed to Holly Cook at 6-1107 or hcook at uoregon.edu<mailto:hcook at uoregon.edu>
* Personal Leave Earn Code Changes:
**This is a change from past practice**
Both Personal Leave earn codes will be available for July time entry.
Personal Leave Reporting Period Earn Code for July 2018 Time Entry:
LTQ FY 17-18 (Personal Leave used up until 6/30/18)
LTP FY 18-19 (Personal Leave used on 7/1/18 or after)
All classified employees must have used remaining FY 17-18 personal leave by June 30th.
Salaried & Hourly Employees:
All personal leave used in June must be entered using earn code LTQ.
Hourly Employees:
All personal leave used in July must be entered using earn code LTP. (You will get the possible insufficient leave warning for LTP, but it will load the hours before applying.)
If you enter the incorrect earn code it could cause DOC pay or other leave balance issues. Please pay close attention to which one should be used.
*This is a change to how we processed July personal leave in prior years and you will no longer enter it as REG and send Grant a leave adjustment email.*
Questions regarding the time entry into PHAHOUR should be directed to Mindy Schmidling at 6-2960 or mindy at uoregon.edu<mailto:mindy at uoregon.edu>
* New Federal Work Study Indexes
Federal Work-Study Time Entry Procedures for July Payroll
* All Federal and UO Work Study indices have been updated automatically for fiscal year 2019 in Banner.
* Federal year-end reporting must be able to distinguish between June and July payroll expense.
* July Hours: In PHAHOUR, use earn code RWS, Shift 1, Index 22419* (FY19)
* June Hours: In PHAHOUR, use earn code RWS, Shift 2, Index 22418* (FY18)
Use appropriate letter (A-H) to correlate with the correct program code. Refer to the Banner Guide<https://bg.uoregon.edu/content/work-study-indices-and-program-codes>, for indices and examples of July Time Entry.
Questions should be directed to Holly Cook at 6-1107 or hcook at uoregon.edu<mailto:hcook at uoregon.edu>
* New Account Codes For Faculty Salaries
Effective 7/1/18, account code 10102 will no longer be used for faculty salaries. All jobs that are either active or on leave have been updated with the new account code. Please pay attention to the account code in the labor distribution section of PHAHOUR to ensure that the labor expense is charged appropriately.
New Account Code Structure For Faculty Salaries
1010A TTF
1010B Career NTTF
1010C Other NTTF and Non-TRP Retiree
1010D Tenure Reduction Prgrm (Retired)
1010E Contingent Rsch-Career NTTF
1010F Contingent Rsch-Other NTTF/Retiree
Reminders
* July 16th, last day to submit Payroll Accounting Adjustment Forms (PAA) to Payroll for posting in period 14. The PAA must include written justification and be authorized by a Dean, Director, or Department Head. All forms must be in the Payroll Office by 12:00pm. The form must have "For FY18" written at the top in order for Payroll to process it with a June posting date.
* July Deadlines Dates
o Time Entry Window July 20th - 24th
o Pay Day July 31st
Upcoming Events
* Workshops (Sign up through MyTracks<https://hr.uoregon.edu/mytrack-talent-management-system-0>)
o International Hire Paperwork Workshop July 30th 10:00 - 11:30am
o I-9 Workshop July 19th 10:00am - 12:00pm
Thank you,
The Payroll Office
(541)346-3151
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