payroll: PayNews - July 2023

Wed Jul 19 16:38:23 PDT 2023

Time Entry Instructions

  *   Minimum Wage Increase - Oregon's minimum wage increased on July 1st, 2023.  All jobs that were below the new rate were automatically updated in Banner.  Please check your roster to ensure that all affected employees were updated correctly.

New Rates
Standard (Includes Eugene)          $14.20/hr
Portland Metro                                 $15.45/hr
Nonurban Counties                         $13.20/hr

This rate increase will create two timesheets for the July time entry.  The hours worked need to be divided up between the two timesheets in the following manner:

All hours worked in June (Old rate) should be entered into the first timesheet.
All hours worked in July (New rate) should be entered into the second timesheet.

Note: If hours are entered on only one timesheet you will have either overpaid or underpaid your employee!

Questions should be directed to Mike Kasahun at mikek at uoregon.edu<mailto:mikek at uoregon.edu> or Austin Doerksen at adoerkse at uoregon.edu<mailto:adoerkse at uoregon.edu>.

  *   Personal Leave Earn Code - Both Personal Leave earn codes will be available for July time entry.

Personal Leave Reporting Period Earn Code for July 2023 Time Entry:
     *   LTP         FY 22-23  (Personal Leave used up until 6/30/23)
     *   LTQ         FY 23-24  (Personal Leave used on 7/1/23 or after)

*All classified employees must have used remaining FY 22-23 personal leave by June 30th.

Salaried & Hourly Employees:
All personal leave used in June must be entered using earn code LTP.

Hourly Employees:
All personal leave used in July must be entered using earn code LTQ.  (You will get the possible insufficient leave warning for LTQ, but it will load the hours before applying.)
*Warning - If you enter the incorrect earn code it could cause DOC pay or other leave balance issues.  Please pay close attention to the earn code you use.

Questions regarding the time entry into PHAHOUR should be directed to Mindy Schmidling at mindy at uoregon.edu<mailto:mindy at uoregon.edu> or Lisa Knox at lisaknox at uoregon.edu<mailto:lisaknox at uoregon.edu>.

  *   New Federal Work Study Indices - Federal Work-Study Time Entry Procedures for July Payroll.

All Federal and UO Work Study indices have been updated automatically for FY24 in Banner.

Federal year-end reporting must be able to distinguish between June and July payroll expense.
     *   June Hours: In PHAHOUR, use earn code RWS, Shift 2, Index 22623* (FY23)
     *   July Hours: In PHAHOUR, use earn code RWS, Shift 1, Index 22624* (FY24)

Use appropriate letter (A-H) to correlate with the correct program code. Refer to Federal Work-Study Indices page<https://ba.uoregon.edu/payroll/work-study-indices-and-program-codes> for indices and examples of July Time Entry.

Questions should be directed to Mike Kasahun at mikek at uoregon.edu<mailto:mikek at uoregon.edu> or Austin Doerksen at adoerkse at uoregon.edu<mailto:adoerkse at uoregon.edu>.

  *   UO COVID Leave - UO COVID leave (LTJ) expired on June 30, 2023. Only COVID leave used prior to July 1, 2023 should be entered during July time entry. All remaining balances will be zeroed out after July payroll processing is complete.

Reminders

  *   Terminations, LWOP, FTE Reductions - Please notify our office immediately if you become aware of employees, especially salaried employees, who are terminating their appointments, going on leave without pay, or reducing their FTE before June 30, 2023. This includes salaried employees who will have insufficient paid leave hours to cover time off or prior separations in which paperwork is just now being submitted.

Our office would like to work with you in adjusting the employee's June pay to prevent an overpayment. Your prompt notification will prevent financial hardship for the employee. You may email payroll at uoregon.edu<mailto:payroll at uoregon.edu>, or one of our contacts below:

*         For Faculty & OA pay, Chad, chadh at uoregon.edu<mailto:chadh 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>

  *   I-9 COVID Flexibility Ending - Per DHS<https://urldefense.com/v3/__https:/www.ice.gov/news/releases/ice-updates-form-i-9-requirement-flexibility-grant-employers-more-time-comply__;!!C5qS4YX3!EGz12045AoSvcUjO4s5gO1yT6bB7_BpJI1nUujp92VLlz3nzXseYxJSxjwVR-oK7nsfU3j4b98o0cLaKfEeVej1g$>, the COVID exception that allows for virtual collection of the I-9 for employees working remotely will end as of July 31, 2023. As of August 1, 2023, all I-9s must be completed in person and cannot be done over Teams, Zoom, or FaceTime, even for employees working outside of Eugene<https://ba.uoregon.edu/payroll/employee-working-outside-oregon>. Please contact Keri Bartow, kbartow1 at uoregon.edu<mailto:kbartow1 at uoregon.edu>, with questions.

Upcoming Events

  *   Payroll Deadlines:
     *   July 20th-24th - July Time Entry Window
     *   July 26th, 9am - July Stop and Correct Pay Deadline
     *   July 31st - July Payday
  *   Trainings (Register in MyTrack<https://urldefense.com/v3/__https:/uomytrack.pageuppeople.com/__;!!C5qS4YX3!H6mBo6RO-_iHVuCPkqr1ft50eRvBaIs2z6eLJRs-hqSPWhT79NT2tvyN2EcGJqgP8_9rYg_f43kl9eeVaKtqNNtGHF0$>):
     *   July 31st, 1:30pm-3:30pm - HRIS Overview
     *   Aug 2nd, 10:00am-11:30am - I-9 Employment Eligibility Workshop with (optional) International Hire Documents Training
     *   Aug 2nd, 1:30pm-4:30pm - HRIS Time Entry
     *   Aug 3rd, 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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