payroll: The PayNews Monthly - August 2020 Edition
BAO Payroll Office News
payroll at lists.uoregon.edu
Fri Aug 21 15:08:41 PDT 2020
The PayNews Monthly - August 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 August 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 September 19.
* Payroll Documents - Payroll has created a Payroll Document Submission<https://ba.uoregon.edu/payroll-document-submission> page that lists all the ways that documents can be submitted based on whether the documents contain confidential and sensitive data.
Reminders
* Terminations - Please notify our office immediately if you become aware of employees who are terminating their appointments or going on leave without pay before August 31, 2020. Please also keep in mind any September terminations or late declinations of employment. 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 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:
* For Faculty & OA pay, Chad, chadh at uoregon.edu<mailto:chadh at uoregon.edu>, or Cindy, chuie at uoregon.edu<mailto:chuie at uoregon.edu>
* For Classified pay, Mindy, mindy at uoregon.edu<mailto:mindy at uoregon.edu>
* For GE pay, Keri, kbartow1 at uoregon.edu<mailto:kbartow1 at uoregon.edu>
* NCCI Codes
Oregon workers compensation classification codes are four-digit numbers assigned by The National Council on Compensation Insurance (NCCI). Every employee/position combination must have an NCCI code in order to properly determine the university's base premium cost. Human Resources maintains the NCCI codes for all classified, faculty, and OA positions. The Payroll Office relies on the units to determine the appropriate NCCI code and to include it on the hiring PRF, SEF, or EPAF for all temporary, graduate, and student employees.
Human Resources, in cooperation with Safety and Risk Services<https://safety.uoregon.edu/risk-management-and-insurance.>, maintain a guide for departments to reference on the HR website<https://hr.uoregon.edu/hr-operations/reference-guides/workers-compensation-ncci-class-code-guide>. Please use this guide to determine which code to assign to temporary, graduate, or student employee jobs.
* Online Forms - Payroll has created online versions of the Payroll Advance Form and the 403(b) Voluntary Savings Form, which can be accessed from the forms section of the Business Affairs website<https://forms.uoregon.edu/forms/list/Payroll>. In the Payroll Forms section, there is also a link where you can upload your Manual Check Request Forms.
* Job Location Codes - It is important for an employee's work location to be properly reflected in Banner. There are a number of reasons for this that include minimum wage rates, other states' employment laws and payroll taxes, and the new Eugene and Portland city taxes that begin in 2021. Units can notify Payroll of job location changes via email.
* Twelve Month Pay Option (Deferred Pay) - The Twelve Month Pay Option provides a method for faculty and OA's who are on a 9-month appointment to spread their academic year salary over 12 months. In order for this to be considered an IRS qualified plan, we have to adhere to strict deadlines. Law School faculty and OA's have to submit the completed form to the Payroll Office by August 15th. All other faculty and OA's have until September 15th to submit the completed form to the Payroll Office. We encourage departments to notify their new 9-month faculty and OA's of this program during their on-boarding.
Authorization for the Twelve Month Pay Option Form<https://pages.uoregon.edu/baoforms/bao_drupal_6/sites/ba.uoregon.edu/files/forms/reg12pay.pdf>
Helpful Hints
* Removing a Labor Distribution Line in PHAHOUR:
If the default labor distribution in PHAHOUR includes a line that needs to be removed, Banner 9 can be very particular about the order in which that is performed. The recommended order is:
* If the percent or hours are already giving an error use the Clear Record option from the Tools menu,
* Change the percent or hours of the other lines,
* Remove the line that is no longer needed (Shift+F6),
* If the hours or percent don't total properly use the round function (F3),
* Save (F10)
Upcoming Events
* Important Dates
* August Time Entry Window August 20th - August 24th
* August Payday August 31st
* September Document Deadline September 8th
* Monthly Training through MS Teams (Sign up through MyTrack<https://hr.uoregon.edu/mytrack-talent-management-system-0>)
* HRIS Overview September 8th 1:30 - 3:30 pm
* HRIS Time Entry September 9th 1:30 - 4:30 pm
* HRIS Electronic Approval Forms (EPAF) September 17th 9:30 - 11:00 am
* Form I-9 Workshop/International Hire Paperwork September 9th 10:00 am - 12:00 pm
Thank you,
The Payroll Office
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