payroll: PayNews - December 2023

[BAO Payroll Office News]

PayNews – December 2023

Updates


  *   December Payroll Deadlines: December Time Entry will open on Monday, December 18 at 8am and close at 5pm on Wednesday, December 20. The Stop and Correct Pay Deadline is 9am on Thursday December 22.
  *   2024 Payroll Deadlines: The 2024 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, 2023. 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 Adrian, ahartvig at uoregon.edu<mailto:ahartvig 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 10, 2024.  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, 2023.
  *   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 2024. 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.
  *   2024 W-4s: The 2024 version of the federal W-4 is now available, but the OR-W-4 has not yet been released. Once they are both available, we will share that information and update the hire packets.
     *   Claiming exempt on the W-4 or OR-W-4 for 2023 expires after January 31st, 2024. If employees believe they should be exempt for 2024 they will need to complete a new 2024 W-4 and/or OR-W-4.
  *   I-9 Form:  There is a new version of the I-9 effective November 1, 2023. Hire packets have been updated with the new form, so please ensure you are using the latest version from our website.
  *   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 pick up 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 18-20 – December Time Entry Window
     *   December 22 9am – December Stop/Correct Pay Deadline
     *   December 29 – December Payday
  *   Trainings (Register in MyTrack<https://urldefense.com/v3/__https:/uomytrack.pageuppeople.com/learning/calendar__;!!C5qS4YX3!H2BYarUNQ8iQ-iYEa8ntZ2a4o4y12pJB9u9RH0FZtTsFW1qe5GKTqBnxSrmuLzXy5j2PPK06Ej7z2sFHQ3NcCJGK$>):
     *   January 9, 2024, 1:30pm-3:30pm – HRIS Overview
     *   January 10, 2024, 10:00am-11:30am – I-9 Employment Eligibility Workshop
     *   January 10, 2024, 1:30pm-4:30pm – HRIS Time Entry
     *   January 16, 2024, 9:00am-11:00am – HRIS Electronic Approvals (EPAF) Open Lab/Training
  *   University Closures
     *   December 25, 2023
     *   January 1, 2024
     *   January 15, 2024

Thank you,
The Payroll Office
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