payroll: The PayNews Monthly - December 2018 Edition

Fri Dec 14 15:26:18 PST 2018

The PayNews Monthly - December 2018 Edition

Updates

*         New Oregon Form W-4  - The Oregon Department of Revenue (ODOR) has released a new state-specific Form W-4 that employees can begin using in 2019.  It will be added to the bundled hire packets and available as a standalone form.  While the form is not required in 2019, employees are encouraged to use Oregon's Withholding Calculation Worksheet<https://www.oregon.gov/DOR/programs/individuals/Pages/withholding-calculator.aspx> and submit an OR W-4 if changes to their filing status and/or allowances are needed.  Please note the following:

o   Current employees are not required to fill out a new Oregon Form W-4 for 2019, however, if they want to make any changes to their Oregon income tax withholding in 2019, they will need to use the new Oregon Form W-4 to do so.

o   Employees with an existing "Oregon-Only" federal Form W-4 don't need to change their allowances for Oregon in 2019 unless they revise their federal Form W-4 after January 1, 2019.

*         Banner 9 -

o   December time entry will be entered this month in Banner 8.  January time entry will be entered in Banner 9.  Banner 9 Payroll Forms training and drop in sessions are listed below in the Upcoming Events section.

o   PWIFOAP is now available in Banner 9.  Any feedback about this form should be sent to Shelby Cooper at shelbyc at uoregon.edu<mailto:shelbyc at uoregon.edu>.

o   PWIVERI, PHAHOUR, PWIEMPL, PWRPRMR, PHAREDS, PWIPAYR, PWIORPT, and NOAEPAF are currently only available in Banner 8.  We hope to have them available in Banner 9 within the next couple of weeks.  Another PayNews will be sent out when these forms become available.

Reminders

*         UO-NRA Form (Annual Renewal for International Employees) - At the beginning of each year, international employees are required to complete a UO-NRA form (Foreign National Data Request form) and provide the UO Payroll Office with copies of supporting documents. The UO-NRA form and supporting documents are only used by UO Payroll to determine appropriate tax withholding/exemption by reviewing an employee's Visa status, residency, and substantial presence.  The UO Payroll Office will be emailing international employees in the next couple of weeks to inform them of this process and the documents required. The UO-NRA form and supporting documents are due in the Payroll Office by January 11, 2019. We appreciate everyone's support in this important mandatory process! More information can be found on BAO website<https://ba.uoregon.edu/content/annual-renewal?redirect=true>. Questions can be directed to Erin Driscoll, Foreign National Payroll Specialist, at erinlynn at uoregon.edu<mailto:erinlynn at uoregon.edu> or 6-1122.

*         Retirement Limits - The IRS has increased the 2019 contribution limit for employees who participate in 403(b) and 457 plans from $18,500 to $19,000.  The additional catch-up contribution limit for individuals aged 50 remains at $6000.  The limits will be automatically updated in Banner.

*         Payday - Payday falls on Monday, December 31st.  Since a number of employees are away from campus during winter break and may not be here on payday, we thought it would be a good time for departments to remind their employees about direct deposit.  Direct deposit information needs to be updated via DuckWeb<https://duckweb.uoregon.edu/pls/prod/twbkwbis.P_WWWLogin> by December 21st in order to be in effect for Decembers' payday.

*         Terminations  - Please notify our office immediately if you become aware of employees who are terminating their appointments or going on leave without pay before December 31, 2018. This includes salaried employees who have insufficient paid leave hours to cover time off. Our office would like to work with you in adjusting the employee's December pay to prevent an overpayment.  You may email (payroll at uoregon.edu<mailto:payroll at uoregon.edu>) or fax (6-1109) a copy of the termination PRF to the Payroll Office while the original document is in route. Your prompt notification will prevent financial hardship for the employee.
You may contact the following payroll staff:

o   For Faculty & OA pay, Chad, 6-1106, or Cindy, 6-1132

o   For Classified pay, Mindy, 6-2960

o   For GE pay, Keri, kbartow1 at uoregon.edu<mailto:kbartow1 at uoregon.edu>

*         Updating Mailing Addresses - It is very important for all employees to verify that their current mailing address in Banner is up to date, as W-2's will be going out by the end of January 2019.  Employees can update their own address information via Duck Web<https://duckweb.uoregon.edu/pls/prod/twbkwbis.P_WWWLogin>.  For employees who do not have access to DuckWeb, they can send an email to payroll at uoregon.edu<mailto:payroll at uoregon.edu>.  Please help us get the word out by reminding your employees of the importance of doing this by January 10th. Every year, we receive hundreds of requests for W-2's that were sent to outdated addresses. This can be avoided by making sure we have up to date addresses on file.

*         SEIU and UOPA Vacation Cash Out - The annual SEIU and UOPA Vacation Cash Out requires that SEIU and UOPA employees submit their form to their Department Head and Payroll Administrator with a copy going to HR no later than December 31, 2018.  Please review the procedures at the bottom of the form and be sure to enter the cash out during January time entry.  This should not be entered and paid in December.  If you have any questions regarding how to process the cash out, please contact Mindy Schmidling at 6-2960.

Upcoming Events

*         December Time Entry Window                     December 18th - 20th

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

o   HRIS Overview                                    January 9th 2:30 - 4:30pm

o   HRIS Time Entry                                  January 10th 1:30 - 3:30pm

o   I-9 Workshop                                       January 16th 10:00 - 11:30am

o   International Hire Paperwork             January 16th 11:30am - 1:00pm

o   HRIS Electronic Approvals                   January 22nd 9:30 - 11:00am

*         Banner 9 Payroll Forms Training Sessions (Sign up in MyTrack<https://hr.uoregon.edu/mytrack-talent-management-system-0>)

o   January 7th 1:00 - 2:00pm

o   January 8th 9:00 - 10:00am and 11:00am - 12:00pm

o   January 9th 9:00 - 10:00am and 11:00am - 12:00pm

o   January 15th 1:00 - 2:00pm and 3:00 - 4:00pm

o   All Banner 9 Payroll Forms training sessions will be held in the Thompson University Center, Rm 305

*         PHAREDS Drop In Sessions

o   January 18th 1:00 - 3:00pm

o   January 28th 9:00 - 11:00am

o   All PHAREDS drop in sessions will be held in the Thompson University Center, Rm 305

*         PHAHOUR Time Entry Drop in Sessions

o   January 22nd 1:00 - 3:00pm (TUC, Employee Training Rm 305)

o   January 23rd 1:00 - 3:00pm (TUC, Employee Training Rm 305)

o   January 24th 9:00 - 11:00am (TUC, BAO Conference Rm 201E)

Happy Holidays!
The Payroll Office
(541)346-3151

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