payroll: The PayNews Monthly - April 2020 Edition

[BAO Payroll Office News]

The PayNews Monthly - April 2020 Edition

Updates


  *   Emergency Paid Sick Leave - The UO is temporarily implementing a new UO emergency paid sick leave program to be utilized while the university responds to the COVID-19 outbreak. The program is based on the new federal "Emergency Paid Sick Leave Act" (H.R. 6201). It provides employees with access to additional paid leave and provides broader benefits than the federal law requires.

The UO emergency sick leave benefit covers two weeks of work and is effective March 20, 2020 for SEIU employees and March 23, 2020 for all other employee groups.
For detailed information about how and when the UO Emergency Paid Sick Leave can be utilized for each employee group, please visit the HR website<https://hr.uoregon.edu/programs-services/covid-19-resources/covid-19-employee-leave-options>.  For detailed instructions about earn codes and time entry procedures, please visit the Payroll Related News section of the Payroll website<https://ba.uoregon.edu/payroll>.



  *   How to Complete Form I-9 During COVID-19 Crisis - On March 20, 2020, the U.S. Department of Homeland Security (DHS) announced that it will defer the physical presence requirements associated with reviewing Form I-9 documents for employers and workplaces operating remotely.  Employers with employees who are taking physical proximity precautions due to COVID-19 will not be required to review the identity and employment authorization documents in-person.  However, employers must still inspect the Section 2 documents remotely (e.g., over video link, fax, or protected email) and obtain, inspect, and retain copies of the documents, within three business days from date of hire.  Employers should also enter "COVID-19" as the reason for the physical inspection delay in the 'Additional Information' field.  Once normal operations resume, units will need to send their employees, who were onboarded using this temporary provision, to the Payroll Office for an in-person review of the identity and employment authorization documents they used to complete Section 2 of Form I-9.  This must be done within the first three business days of resuming normal operations.
This process may be used for 60 days from March 20, 2020 or within 3 business days after the termination of the National Emergency, whichever comes first.

Remote review is not allowed if a new employee is required to physically come into the workplace.  This temporary provision can only be used for new employees who cannot come to campus due to COVID-19.


For instructions on how to complete the Form I-9 during the COVID-19 outbreak, please visit the Payroll Related News section of the Payroll website<https://ba.uoregon.edu/payroll>.



  *   New Remote Hire Instructions - New remote hire instructions<https://ba.uoregon.edu/payroll/remote-hires> have been published on our website.  Please direct questions to Shelby Cooper at shelbyc at uoregon.edu<mailto:shelbyc at uoregon.edu>.



  *   Printed Paychecks - In an effort to comply with social distancing requirements, the Payroll Office will only be processing MCRs for printed checks on Tuesdays.  MCRs for direct deposit will continue to be processed daily.  Printed checks will be mailed to the mailing address in Banner.



  *   New Online Payroll Advance Form - Payroll has created a digital Payroll Advance<https://forms.uoregon.edu/form/launch/payroll-advance-request> form that allows digital signatures using DuckID as an authentication. This will allow employees and departments to sign the form without needing access to scanners or coming in to use a fax.



  *   New Secure Timesheet Upload Process - BAO IT has created a Secure Timesheet Upload process that they can customize the back-end workflow to route to the Payroll Administrator of your department. It will allow employees to upload a document (Excel spreadsheet, PDF, picture) and sign via DuckID authentication. Then the employee will assign their supervisor to the route who will review and then sign. Then it would be routed to your department Payroll Administrator to entry purposes. If you are interested in learning more please contact Ben Kane at bkane at uoregon.edu<mailto:bkane at uoregon.edu>.


Reminders


  *   Prepare for Fall GE Hires - In preparation for Fall GE hires, the Graduate School and Payroll Office are offering training opportunities for departments.
     *   Hire Paperwork Training Sessions
        *   The Payroll Office offers monthly training sessions for Form I-9 and international hire documents.  Due to social distancing requirements, the May 7 class will be done remotely through MS Teams.
        *   Registration and future class dates can be found in MyTrack<https://hr.uoregon.edu/mytrack-talent-management-system-0>.
        *   Individual trainings are also available and can be done remotely through MS Teams.  For an appointment; email gepayroll at uoregon.edu<mailto:gepayroll at uoregon.edu>.
     *   The Graduate School will be offering DuckDocs training, which will go over the entire ePRF process and an overview of when hire documents are necessary.  Additional information will be made available once dates are set.
     *   For Fall GE appointments, use the payroll document deadline of September 8, 2020for non-ePRF hire documents.  Payroll document deadlines can be found on the Payroll website<https://ba.uoregon.edu/payroll/hris-deadlines>.


Upcoming Events


  *   Payroll Deadlines
     *   April Time Entry Window                                                        April 17 - 23
     *   April Payday                                                                            April 30



  *   HRIS Trainings (Register in MyTrack<https://hr.uoregon.edu/mytrack-talent-management-system-0>)
     *   HRIS Electronic Approvals (EPAF)                                        April 16, 9:30-11:00am
     *   HRIS Overview                                                                       May 5, 1:30-3:30pm
     *   HRIS Time Entry                                                                     May 6, 1:30-4:30pm
     *   Form I-9 Workshop/International Paperwork Trng                      May 7, 10:00-12:00pm

Thank you,
The Payroll Office

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