payroll: PayNews Monthly - January 2022

[BAO Payroll Office News]

PayNews Monthly - January 2022

Updates


  *   2022 W-4 Forms: The individual forms and instructions can be found on the Payroll Forms page<https://ba.uoregon.edu/payroll/reports-and-forms> as well as bundled hire packets for Student, GE, and Temporary hires. Please make sure to use the new W-4 forms as we will no longer be able to accept 2021 W-4s after January 24, 2022. 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.
  *   2021 W-2s: W-2s will be mailed and made available on DuckWeb by January 31, 2022.

Reminders


  *   2022 Payroll Deadlines: The 2022 Payroll Deadlines are posted here: https://ba.uoregon.edu/payroll/hris-deadlines.
  *   SEIU Vacation Cash Out: SEIU Vacation Cash Out hours for classified employees will be entered centrally by Payroll - departments should not enter these hours during January time entry. The deadline to submit a Vacation Cash Out request was December 31, 2021.
  *   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 were 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.

Time Entry Instructions


  *   Faculty and OA Across the Board Increases: Effective January 1, 2022; for Hourly employees time will need to be split against the two timesheets in PHAHOUR as follows:
     *   Timesheet # 1 has current hourly rate for hours through December 31, 2021.
     *   Timesheet # 2 has new hourly rate with Effective Date of January 2, 2022 for hours beginning January 1, 2022.
     *   Ensure all leave hours (sick, vacation, and COVID sick) and overtime hours worked are recorded for the correct time period and rate.

  *   SEIU COLA and Regular Merit Increases: Effective January 1, 2022
The COLA increases and January 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:
     *   Timesheet # 1 has current hourly rate for hours through December 31, 2021.
     *   Timesheet # 2 has new hourly rate with Effective Date of January 2 or 3, 2022, for hours beginning January 1, 2022.
     *   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:

     *   Overtime hours worked in December - 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>.


  *   SEIU Inclement Weather Pay Instructions
Inclement weather delay/closure officially recognized as 12am through 10am on Monday, December 27, 2021. Inclement weather leave code is LTI and will be pulling from the 19-21 extended CBA bucket.

PHAHOUR Instructions - There will be two timesheets for hourly classified and these hours should be listed on Timesheet #1.

     *   For any employee who didn't work during their scheduled shift and weren't already scheduled off (pre-planned vacation), employee would need to use the inclement weather leave (LTI) to cover their time after 12am and up to the 10am point and use other leave if they didn't work before 12am or after 10am.
     *   For any employee who worked their scheduled shift and was required to do so on campus due to providing essential services, employee can use inclement weather leave (LTI) and also get paid overtime (OTM) for the work hours to get to the double-time and a half.

Upcoming Events


  *   Payroll Deadlines:
     *   January 20-24 - January Time Entry Window
     *   January 26 9am - January Stop/Correct Pay Deadline
     *   January 31 - January Payday
  *   Trainings (Register in MyTrack<https://urldefense.com/v3/__https:/uomytrack.pageuppeople.com/__;!!C5qS4YX3!XlAu6b5UZI_Tjva30di8DtM9AhZSvK4BlIf734DFfsOd9XJj_n2zHeuoxBoaiM_P$>):
     *   February 1, 10:00am-12:00pm - HRIS Overview
     *   February 2, 10:00am-11:30am - I-9 Employment Eligibility Workshop
     *   February 2, 1:30pm-4:30pm - HRIS Time Entry
     *   February 3, 10:00am-12:00pm - HRIS Payroll Redistributions (PHAREDS)
     *   HRIS Electronic Approvals (EPAF) training should be scheduled with Cathy McDermond (cathy1 at uoregon.edu<mailto:cathy1 at uoregon.edu>)

Thank you,
The Payroll Office
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