payroll: The PayNews Monthly - March 2020 Edition
BAO Payroll Office News
payroll at lists.uoregon.edu
Tue Mar 3 10:17:30 PST 2020
The PayNews Monthly - March 2020 Edition
Updates
* New PRF and SEF - On March 4, new versions of the Payroll Request Form (PRF) and Student Employment Form (SEF) will be published on our website. The new versions of the forms have an updated list of Job Change Reason codes to select from and a new NCCI Classification code dropdown list to identify the type of work the employee will be performing.
* New Job Change Reason codes have been created to best fit current and future needs. One big change is that new codes are now being used for short term employees. See the new code list<https://hr.uoregon.edu/hr-operations/reference-guides/job-change-and-separation-reason-code-guide> available on the Human Resources website and search for Fixed Term to find the new codes. Questions about these and other new Job Change Reason codes can be answered by visiting the HR Operations website<https://hr.uoregon.edu/hr-operations/reference-guides/job-change-and-separation-reason-code-guide>.
* NCCI Classification Codes for Workers Compensation Insurance - NCCI Classification codes are 4-digit numerical codes that insurers use to classify employee's exposure to risk. The code determines the insurance premium paid by the university to cover workplace injuries or illnesses. An NCCI Classification code must be assigned to every employees' job. Faculty, OA, and Classified employees hired through MyTrack will have their NCCI Classification code automatically populated by HR Operations. Departments hiring new temporary or student employees will need to begin assigning the NCCI Classification code on either the initial PRF or SEF. Additional information can be found on the HR Operations website<https://hr.uoregon.edu/hr-operations/reference-guides/workers-compensation-ncci-class-code-guide>.
* New I-9 - The USCIS has released a new version of Form I-9. The new Form I-9 has a revision date of 10/21/2019 displayed in the bottom left hand corner of the form. The old version will no longer be accepted as of April 30, 2020. Please begin using the new form, which is available on the Payroll Forms webpage<https://ba.uoregon.edu/payroll/reports-and-forms> both by itself and in the bundled hire packets, right away.
* Message from BRP - Last year's PERS reform legislation implemented changes to post retirement employment effective January 1, 2020. These regulatory changes impact post retirement appointments at the University of Oregon. Here is important information you need to prepare and plan accordingly for the 20/21 fiscal year budget:
* UO is now required to make retirement contributions for all work performed by a PERS retiree working in a post-retirement position.
* Contributions began January 1 without any change to current OPE rates. OPE rates for retirees will change next fiscal year.
Due to the increase in OPE expense, effective July 1, 2020, the following OPE rates will apply:
* Retired Officer of Administration will be moved to the "Faculty/Staff A" OPE rate class
* Retired Faculty will be moved to the "Faculty/Staff B" OPE rate class
* Retired Classified will be moved to the "Classified Skilled" OPE rate class
The decision to hire and employ a retiree in a post-retirement appointment continues to be a department/unit-based decision. The change to OPE rates may have a significant financial impact on the cost of employing a PERS retiree and on your department's budget, which may influence your decision-making.
For questions and guidance, regarding these planned OPE changes, contact budget at uoregon.edu<mailto:budget at uoregon.edu>. Questions regarding PERS legislative changes, contact hrbenefits at uoregon.edu<mailto:hrbenefits at uoregon.edu>.
* Change to Paperless Earnings Statement Sign Up in Duckweb - DuckWeb has been updated to make it easier to switch to paperless earnings statements. You can access this page by going to Employee Information, then Pay Information, and then Earnings Statement. There are now two options that appear on this page: paperless earnings statements, or paper earnings statements in addition to the digital versions. You will need to click the Submit button in order to save your selection.
* Electronic Approvals (EPAF) Open Lab - Beginning in March, the Payroll Office will be holding open labs every month for EPAF users. Payroll staff will be available during the two-hour block of time to assist users in creating/submitting EPAF's and to answer any questions they may have. No registration is needed. Users can drop by the Employee Training Room on the 3rd floor of the Thompson University Center at any time during the open lab.
Reminders
* Eugene City Tax - The new Eugene City Tax goes into effect on July 1, 2020. Only those employees working in Eugene will have to pay this new tax so it is critical that departments provide accurate Job Location codes for their employees. Incorrect Job Location codes can lead to employees being taxed incorrectly. Additional information about the Eugene City Tax can be found on the City of Eugene's website<https://www.eugene-or.gov/4281/Community-Safety-Payroll-Tax>.
* Minimum Wage - The Oregon Minimum Wage is set to increase again this year on July 1, 2020. The minimum wage chart can be found on BOLI's website<https://www.oregon.gov/boli/whd/omw/pages/minimum-wage-rate-summary.aspx>.
* W-2's - Employees can print additional copies of their W-2 from DuckWeb.
* 2020 W-4's - It is important that new employees hired in 2020 are given the 2020 versions of the federal Form W-4 and the Oregon Form OR-W-4. The Payroll Office is unable to accept expired forms so employees should be provided with the proper forms during onboarding in order to avoid delays and possibly incorrect tax withholdings.
* Payroll Paperwork - Paperwork submitted to the Payroll Office should be clearly marked with the employee class or the name of the appropriate Payroll Specialist in order to make sure that incoming paperwork is routed correctly. Paperwork that is not clearly marked can get misplaced causing delays. The employee class or the name of the Payroll Specialist can be written on the outside of the campus envelope or on a note attached to the documents themselves. The proper Payroll Specialist is listed below by employee class.
* Faculty/OA Paperwork Chad Hartvigsen/Cindy Huie
* Classified/Temporary Paperwork Mindy Schmidling
* GE Paperwork Keri Bartow
* Student Paperwork Mike Kasahun
Helpful Hints
* Roster for Unpaid Appointments - Did you know that you can run a roster for your departments Unpaid Appointments (Courtesy or Campus Associate) through PWIPAYR? It's as easy as changing the Payroll ID to NP. The default is MO but it can be overridden.
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Upcoming Events
* Payroll Deadlines
* March Document Deadlines March 6
* March Time Entry Window March 20 - 24
* March Payday March 31
* HRIS Trainings (Register in MyTrack<https://hr.uoregon.edu/mytrack-talent-management-system-0>)
* HRIS Overview March 3, 1:30-3:00pm
* HRIS Time Entry March 4, 1:30-4:30pm
* Form I-9 Workshop/International Paperwork Trng March 5, 10:00-12:00pm
* HRIS Electronic Approvals (EPAF) March 11, 9:30-11:00am
* *NEW* EPAF Open Lab (No registration needed) March 4, 9:30 - 11:30am
Thank you,
The Payroll Office
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