payroll: PayNews - February 2024
BAO Payroll Office News
payroll at lists.uoregon.edu
Tue Feb 20 17:28:18 PST 2024
PayNews - February 2024
Updates
* Personnel Update: We are excited to announce that Anita Gurule has joined the Payroll office as our new Director of Payroll Services. Anita comes to us from the University Shared Services Enterprise (USSE), where she spent the past 5+ years as the Payroll Reporting Services Manager. USSE provides payroll processing and reporting services to the other six Oregon public universities, including federal and state tax reporting (in nearly every state in the US). Prior to her time at USSE, Anita worked in both the Oregon State University Payroll Office (accountant, tax accountant) and Human Resources Office (retirement specialist). Anita brings a wealth of experience working with entities such as PERS, PEBB, Oregon Public Universities Retirement Plans (OPURP), and SEIU (as well as other bargaining units). Additionally, she has in-depth knowledge of many of our university computer systems such as Banner, Cognos, OnBase, and BI-Query. Please join us in welcoming her to the UO. You can contact her at 541-346-2975 or agurule3 at uoregon.edu<mailto:agurule3 at uoregon.edu>.
* February Payroll Deadlines: February Time Entry is now open and closes Thursday, February 22 at 5pm. The Stop and Correct pay Deadline is 9am on Monday, February 26.
* 2024 Payroll Deadlines: The 2024 Payroll Deadlines are posted here: https://ba.uoregon.edu/payroll/hris-deadlines.
* Payroll Fax Number: The Payroll Fax number has changed. Our new fax number is 541-346-2393. Please update any documentation you have and forward this to anyone who might attempt to fax documents to Payroll.
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 February 29, 2024. 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 February 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 document 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>
* 2024 W-4s: The 2024 versions of the federal W-4 and the OR-W-4 are now available:
* W-4 Employee Withholding Certificate<https://pages.uoregon.edu/baoforms/bao_drupal_6/sites/ba.uoregon.edu/files/forms/w4.pdf>
* OR-W-4 Oregon Withholding<https://pages.uoregon.edu/baoforms/bao_drupal_6/sites/ba.uoregon.edu/files/forms/or-w-4.pdf>
Note: Claiming exempt on the W-4 or OR-W-4 expires after January 31, 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.
Inclement Weather
* SEIU Inclement Weather Pay Instructions
Inclement weather delay/closure is officially recognized as 8pm on Saturday, January 13, 2024, through Wednesday, January 17, 2024. Inclement weather leave code is LTI and will be pulling from the 7/1/22-6/30/24 CBA bucket.
PHAHOUR Instructions:
* For any employee who didn't work during their scheduled shift on campus, employee would need to use the inclement weather leave (LTI) to cover their time after 8pm on Saturday, January 13, 2024, and through Wednesday, January 17, 2024, and use other leave to cover if they didn't work the portion of their shift that fell before 8pm on January 13, 2024. Non-essential staff who were already scheduled to be off on the holiday that fell on Monday, January 15, 2024, shall only be granted the holiday pay (HOL REG) as usual and no use of leave needed for that day.
* For any full-time 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 regular hours will shift to overtime (OTM), so they will be paid both LTI and OTM for the worked hours to get to the double-time and a half. For any part-time 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 you will then need to replace the regular hours with RGP at the time and a half rate so that it is not considered overtime, but so they will get the double-time and a half rate for working during the closure. Regardless of full-time or part-time status, if an essential employee elects not to use inclement weather leave (LTI), you will need to replace the regular hours with RGP at the time and a half rate so that it is not considered overtime, but so they will get the time and a half rate for working during the closure.
* HOLIDAY Monday, January 15, 2024: For any employee who worked their scheduled shift on campus for the holiday, employee can use inclement weather leave (LTI), receive holiday pay (HOL REG), and regular hours will shift to overtime (OTM), so they will be paid LTI, REG, and OTM for the worked hours to get to the triple-time and a half as approved by ELR. If they choose to not use inclement weather leave (LTI), they will still receive the double-time and a half for holiday pay and overtime on hours worked.
* HOLIDAY Monday, January 15, 2024: Essential employees who were scheduled to work the holiday and could not make it to campus for their scheduled shift are able to use the inclement weather leave (LTI) and receive holiday pay (HOL REG) equal to double-time at the straight rate.
* For any employee who started their shift before 8pm on Saturday, January 13, 2024, and left work at the 8pm closure time, shall be paid regular time worked (REG) for the remainder of their shift. Use of paid leave is not required. For any employee that was dismissed prior to the 8pm closure, shall be paid regular time worked (REG) for the remainder of their shift and inclement weather leave (LTI) for the portion after 8pm to end of shift.
* If an employee has the ability to work from home and chose not to, they are not eligible to use the inclement weather leave (LTI) for the closures but can use other leave to cover. If an employee has the ability to work from home but could not perform work due to power outages or other urgent weather-related situation and could not make it to campus, they are eligible to use inclement weather leave (LTI) for the closures with supervisor approval.
* If an employee already had those dates/times scheduled off with another type of leave taken, they are not eligible to use the inclement weather leave (LTI) for the closures.
If there are any additional questions, please contact Mindy Schmidling at mindy at uoregon.edu<mailto:mindy at uoregon.edu> for assistance.
Upcoming Events
* Payroll Deadlines:
* February 20-22 - February Time Entry Window
* February 26 9am - February Stop/Correct Pay Deadline
* February 29 - February Payday
* Trainings (Register in MyTrack<https://urldefense.com/v3/__https:/uomytrack.pageuppeople.com/learning/calendar__;!!C5qS4YX3!H2BYarUNQ8iQ-iYEa8ntZ2a4o4y12pJB9u9RH0FZtTsFW1qe5GKTqBnxSrmuLzXy5j2PPK06Ej7z2sFHQ3NcCJGK$>):
* March 5, 2024, 1:30pm-3:30pm - HRIS Overview
* March 6, 2024, 10:00am-11:30am - I-9 Employment Eligibility Workshop
* March 6, 2024, 1:30pm-3:30pm - HRIS Time Entry
Thank you,
The Payroll Office
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