payroll: PayNews - December 2022

BAO Payroll Office News payroll at lists.uoregon.edu
Fri Dec 9 09:49:01 PST 2022 

PayNews - December 2022

Updates


  *   December Payroll Deadlines: December Time Entry will open on Friday, December 16 and close at 5pm on Tuesday, December 20. The Stop and Correct Pay Deadline is 9am on Thursday December 22.
     *   Banner Maintenance: Unfortunately, IS needs to do some Banner upgrades starting at 7pm on Friday, December 16, so Banner will be down in the middle of time entry. They expect it to be completed by noon on Sunday, December 18.

  *   2023 Payroll Deadlines: The 2023 Payroll Deadlines are posted here: https://ba.uoregon.edu/payroll/hris-deadlines.

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, 2022. 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 (6-2393) 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>

  *   UO-NRA Form (Yearly 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 11, 2023.  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.

  *   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, 2022.

  *   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 2023. 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, Employee Dashboard Application, Open the Taxes drop-down, Select Electronic Regulatory Consent, check the box next to "Consent to receive W-2 electronically", and click Submit.

  *   2023 W-4s: 2023 versions of the W-4 and OR-W-4 are not yet available. Once they are we will share that information and update the hire packets.
     *   Claiming exempt on the W-4 or OR-W-4 for 2022 expires after January 31st, 2023. If employees believe they should be exempt for 2023 they will need to complete a new 2023 W-4 and/or OR-W-4.

  *   I-9 Form: The current version of the I-9 has an expiration date of 10/31/2022. USCIS has not released a new version, so even though it shows as expired it is still the correct version to use. Once USCIS releases a new version we will update our hire packets to include it and share that information.

  *   Paper Paychecks: If employees are not signed up for direct deposit for payroll, a check will be printed and mailed to the mailing address on file. Please make sure that supervisors are aware of this as we have had employees coming in to the Payroll office telling us that their supervisor told them to pickup a check with us. If they don't see the check in the mail, please have them contact us so we can verify the status of the check and their current mailing address.

Upcoming Events


  *   Payroll Deadlines:
     *   December 13 - EPAF Submission Deadline
     *   December 16-20 - December Time Entry Window
     *   December 22 9am - December Stop/Correct Pay Deadline
     *   December 30 - December Payday

  *   Trainings (Register in MyTrack<https://uomytrack.pageuppeople.com/learning/calendar>):
     *   January 10, 2023, 1:30pm-3:30pm - HRIS Overview
     *   January 11, 2023, 10:00am-11:30am - I-9 Employment Eligibility Workshop
     *   January 11, 2023, 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 26, 2022
     *   January 2, 2023
     *   January 16, 2023

Thank you,
The Payroll Office
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