payroll: The PayNews Monthly - July 2020 Edition
BAO Payroll Office News
payroll at lists.uoregon.edu
Mon Jul 20 15:23:31 PDT 2020
The PayNews Monthly - July 2020 Edition
Updates
* FORM I-9 Announcement - U.S. Immigration and Customs Enforcement (ICE) just announced an extension of the flexibilities in rules related to Form I-9 compliance that was granted earlier this year. On March 19, 2020, due to precautions implemented by employers and employees associated with COVID-19, the Department of Homeland Security (DHS) announced that it would defer the physical presence requirements associated with the Employment Eligibility Verification (Form I-9). The most recent extension of this provision was set to expire July 19. Due to the continued precautions related to COVID-19, DHS has decided to once again extend this policy for employers for an additional 30 days. The expiration date for these accommodations is now August 19.
Time Entry Instructions
* SEIU COLA and Regular Merit Increases - Effective July 1, 2020
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:
o Timesheet # 1 has current hourly rate for hours through June 30, 2020.
o Timesheet # 2 has new hourly rate with Effective Date of July 2 or 3, 2020, for hours beginning July 1, 2020.
o 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:
o 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 mindy at uoregon.edu<mailto:mindy at uoregon.edu> or Ben Kane at bkane at uoregon.edu<mailto:bkane at uoregon.edu>.
* Work Share for Time Entry
For Hourly Employees:
In order to make sure benefits are properly applied, hours reduced for Work Share need to be reported during time entry using the earn code LW5.
o Example: Employee reduced from 100% to 80% effective June 14, 2020. They should have 32 hours of REG or SAL and 8 hours of LW5 every week.
For Salaried Employees:
The LW5 should pull in automatically with their REG or SAL lines. Enter leave usage like normal and REG or SAL should reduce like normal.
o Example: Employee reduced from 100% to 60% effective June 14, 2020.
July hours will default in as follows:
REG or SAL 104.00
LW5 69.33
Questions regarding Work Share time entry should be directed to Ben Kane at bkane at uoregon.edu<mailto:bkane at uoregon.edu>.
* Minimum Wage Increase - Oregon's minimum wage increased on July 1st, 2020. 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) $12.00/hr
Portland Metro $13.25/hr
Nonurban Counties $11.50/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 Mike Kasahun at mikek at uoregon.edu<mailto:mikek at uoregon.edu> or Austin Doerksen at adoerkse at uoregon.edu<mailto:adoerkse at uoregon.edu>.
* Personal Leave Earn Code - Both Personal Leave earn codes will be available for July time entry.
Personal Leave Reporting Period Earn Code for July 2020 Time Entry:
o LTQ FY 19-20 (Personal Leave used up until 6/30/20)
o LTP FY 20-21 (Personal Leave used on 7/1/20 or after)
*All classified employees must have used remaining FY 19-20 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.)
*Warning - If you enter the incorrect earn code it could cause DOC pay or other leave balance issues. Please pay close attention to the earn code you use.
Questions regarding the time entry into PHAHOUR should be directed to Mindy Schmidling at mindy at uoregon.edu<mailto:mindy at uoregon.edu> or Ben Kane at bkane at uoregon.edu<mailto:bkane 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 FY20 in Banner.
Federal year-end reporting must be able to distinguish between June and July payroll expense.
o July Hours: In PHAHOUR, use earn code RWS, Shift 1, Index 22411* (FY21)
o June Hours: In PHAHOUR, use earn code RWS, Shift 2, Index 22410* (FY20)
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 Mike Kasahun at mikek at uoregon.edu<mailto:mikek at uoregon.edu> or Austin Doerksen at adoerkse at uoregon.edu<mailto:adoerkse at uoregon.edu>.
Helpful Hint
* PWIPAYR - Job Changes: Run this report for the time entry month to see which employees have changes to their jobs that you need to watch for in PHAHOUR. This includes Work Share job record changes, Merits, COLAs, Longevity, Minimum Wage, and labor distribution changes.
Upcoming Events
* Payroll Deadlines
* July Time Entry Window July 21 - 24
* July Payday July 31
* HRIS Trainings in MS Teams (Register in MyTrack<https://hr.uoregon.edu/mytrack-talent-management-system-0>)
* HRIS Overview August 4, 1:30 - 3:30pm
* I-9 Workshop/International Hire Paperwork August 5, 10:00 - 12:00pm
* HRIS Time Entry August 5, 1:30 - 4:30pm
* HRIS Payroll Redistributions (PHAREDS) August 6, 10:00 - 11:30am
* HRIS Electronic Approvals (EPAF) August 12, 9:30 -11:00am
Thank you,
The Payroll Office
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