payroll: The PayNews Monthly - December 2020 Edition

Fri Dec 18 09:32:04 PST 2020

The Paynews Monthly - December 2020 Edition

Updates

  *   COVID-19 Personal Day Payroll Coding
     *   For salaried employees since it is not a leave earn code there is nothing to enter and it will be treated like a regular paid day.
     *   For hourly employees you will include the COVID-19 Personal Day in their regular earn code as follows:
        *   Faculty & OAs: SAL
        *   Classified: REG
        *   Temporary: OCH
        *   Student: RST (Work-Study cannot be charged for this time)
     *   For eligibility information, see HR's page here: https://hr.uoregon.edu/programs-services/covid-19-resources/uo-covid-19-personal-day

  *   UO Emergency Sick Leave Program - The UO has extended the availability of UO Emergency Sick Leave through June 30, 2021. See HR's information on use and eligibility here: https://hr.uoregon.edu/programs-services/covid-19-resources/covid-19-employee-leave-options#ESL

  *   SEIU Vacation Cash Out
     *   This year, SEIU Vacation Cash Out hours for classified employees will be entered centrally by Payroll - departments will not need to enter these hours during January time entry. Employees can now submit Vacation Cash Out requests online via the electronic form: https://forms.uoregon.edu/document/launch/hr-classified-vacation-cash-out-request
     *   Note that employees unable to complete the online process should complete the paper-based request form at https://hr.uoregon.edu/attachments/seiu-request-cash-out-vacation and follow the processing instructions on the form.

Reminders

  *   December 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, 2020. 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:

     *   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, Ben, bkane at uoregon.edu<mailto:bkane at uoregon.edu>
     *   For GE pay, Keri, kbartow1 at uoregon.edu<mailto:kbartow1 at uoregon.edu>

  *   Update Mailing Addresses - It is very important for all employees to verify that their current mailing address in Banner is up to date, as W-2s will be going out by the end of January 2021.  Employees can update their own address information via DuckWeb<https://duckweb.uoregon.edu/>.  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-2s that were sent to outdated addresses. This can be avoided by making sure we have up to date addresses on file.

  *   Electronic W-2 Consent - Please help the Payroll Office reduce our paper use by encouraging employees to consent to electronic W-2 receipt. They can sign up on DuckWeb by going to the Employee Information section, Tax Information, Electronic Regulatory Consent, and checking the box next to "Consent to receive W-2 electronically".

  *   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 13, 2020.  We appreciate everyone's support in this important mandatory process!  More information can be found on Payroll's website.  Questions can be directed to Erin Driscoll, Foreign National Payroll Specialist, at erinlynn at uoregon.edu<mailto:erinlynn at uoregon.edu> or 6-1122.

  *   Eugene City Tax - The new Eugene City Tax goes into effect on January 1, 2021. 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. Employees temporarily working from home should not have their job locations changed per the city. Additional information about the Eugene City Tax can be found on the City of Eugene's website<https://urldefense.com/v3/__https:/www.eugene-or.gov/4281/Community-Safety-Payroll-Tax__;!!C5qS4YX3!X-RNpuY6oAlJL9lPHAhCUO8a1l_GEJqaaItzV51FGxwZhMhYaHq80tz7yTeMqzoZhg$>.

  *   Exempt W-4s - Claiming exempt on the W-4 or OR-W-4 expires after January 31st, 2021. If employees believe they should be exempt for 2021 they will need to complete a new 2021 W-4 and/or OR-W-4. We will post the 2021 versions in January.

Upcoming Events

  *   Payroll Deadlines
     *   December Time Entry Window            December 17th - 21st
     *   January Document Deadlines              January 5th
     *   January EPAF Deadline                       January 14th
     *   January Time Entry Window                January 20th - 22nd
  *   Trainings (Register in MyTrack<https://hr.uoregon.edu/mytrack-talent-management-system-0>)
     *   HRIS Overview                                   January 5th 1:30-3:30pm
     *   HRIS Time Entry                                 January 6th 1:30-4:30pm
     *   HRIS Electronic Approvals (EPAF)        January 13th 9:30-11:00am
     *   Form I-9 Workshop                             January 6th 10:00am-12:00pm
  *   Observed Holidays
     *   Christmas Eve Day (Classified Only)    December 24th
     *   Christmas Day                                    December 25th
     *   New Year's Day                                  January 1st
     *   Martin Luther King Jr. Day                   January 18th

Happy Holidays!
The Payroll Office
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