payroll: PayNews Monthly - December 2021

BAO Payroll Office News payroll at lists.uoregon.edu
Tue Dec 7 15:10:05 PST 2021 

PayNews Monthly - December 2021

Updates


  *   December Payroll Deadlines: Due to the addition of December 22 and 23 as holidays for 2021, December Time Entry will open on Thursday, December 16 and close at 5pm on Monday, December 20. The Stop and Correct Pay Deadline is 5pm on Tuesday December 21.
     *   Banner Maintenance: Unfortunately, IS needs to do some Banner upgrades starting at 7pm on Friday, December 17, so Banner will be down in the middle of time entry. They expect it to be completed by noon on Saturday, December 18.

  *   2022 Payroll Deadlines: The 2022 Payroll Deadlines are posted here: https://ba.uoregon.edu/payroll/hris-deadlines.

  *   Payroll Document Submission: We've added a new secure Payroll Document Submission<https://ba.uoregon.edu/payroll/payroll-document-submission> option of OneDrive Dropbox<https://uoregon-my.sharepoint.com/:f:/g/personal/payroll_uoregon_edu/EvZ2o9thFaZNt9GaQZq2XogBEMUst9fB30C4pd-FqdBiow>. Instead of needing to identify and address each submission, you can just upload to this dropbox and your documents will be sorted by Payroll. Note: Documents that need HR approval should continue to be sent using HR's Document Submission guide<https://hr.uoregon.edu/hr-operations/personnel-actions/hr-document-submission-forms>.

  *   Director of Payroll Services: After a thorough search, and input from multiple campus partners, Ben Kane was named Director of Payroll Services effective November 1st. You can contact him at bkane at uoregon.edu<mailto:bkane at uoregon.edu>, 6-1084, or via Teams<https://teams.microsoft.com/l/chat/0/0?users=bkane@uoregon.edu>.

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, 2021. 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) or fax (6-1109) a copy of the termination PRF to the Payroll Office while the original document is en 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>

  *   SEIU Vacation Cash Out: 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. The deadline to submit a Vacation Cash Out request is December 31, 2021.

  *   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 2022. 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".

  *   Exempt W-4s: Claiming exempt on the W-4 or OR-W-4 expires after January 31st, 2022. If employees believe they should be exempt for 2022 they will need to complete a new 2022 W-4 and/or OR-W-4. We will post the 2022 versions in January.

  *   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 7, 2022.  We appreciate everyone's support in this important mandatory process!  More information can be found on Payroll's website<https://ba.uoregon.edu/content/annual-renewal>.  Questions can be directed to Erin Driscoll, Foreign National Payroll Specialist, at erinlynn at uoregon.edu<mailto:erinlynn at uoregon.edu> or 6-1122.

Upcoming Events


  *   Payroll Deadlines:
     *   December 14 - EPAF Submission Deadline
     *   December 16-20 - December Time Entry Window
     *   December 21 5pm - December Stop/Correct Pay Deadline
     *   December 30 - December Payday

  *   Trainings (Register in MyTrack<https://uomytrack.pageuppeople.com/>):
     *   January 4, 2022, 1:30pm-3:30pm - HRIS Overview
     *   January 5, 2022, 10:00am-11:30am - I-9 Employment Eligibility Workshop
     *   January 5, 2022, 1:30pm-4:30pm - HRIS Time Entry
     *   HRIS Electronic Approvals (EPAF) training should be scheduled with Cathy McDermond (cathy1 at uoregon.edu<mailto:cathy1 at uoregon.edu>)

  *   University Closures
     *   December 22-24
     *   December 31
     *   January 17, 2022

Thank you,
The Payroll Office
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