payroll: PayNews - May 2024

[BA Payroll Office News]

Updates


  *   Summer Appointments/Stipends- The deadline to submit summer appointments and summer stipends was May 10th.  Early submissions will help ensure that positions will be active for summer payroll.
  *   May Triples- Spreadsheets for employees who should not be tripled were due by May 10th, 2024. Please review the information regarding the May Triple Deduction process on the Business Affairs website: https://ba.uoregon.edu/payroll/may-triple-deduction. The spreadsheets should be emailed to ehowe at uoregon.edu<mailto:ehowe at uoregon.edu>.
  *   I-9- It has come to our attention that the remote I-9 process has not been followed.  Information is available online at https://ba.uoregon.edu/payroll/remote-hires.  The form must be completed by an authorized representative.  A representative is another institution found via CUPA's site, or an authorized notary who has been provided the Letter to the Designated Authorized Representative. An incomplete or inaccurate I-9 will be returned to the department for completion.

Who is an Authorized Representative?

A Human Resource or Payroll Professional, or Notary who has been authorized to act on the university's behalf to:

  *   Review Form I-9 Section 1 for completeness.
  *   Physically examine and photocopy all I-9 documents presented by the new employee.
  *   Complete Form I-9 Section 2, which includes recording the employee's first day of work with the UO.

The department should help the new hire locate an Authorized Representative when possible. UO Human Resources can help locate institutions near the new hire that can assist them with completing the Form I-9 through CUPA's I-9 Reciprocal Processing Consortium.

Contact HR at 6-3159 or hrinfo at uoregon.edu<mailto:hrinfo at uoregon.edu> for assistance locating a representative in the new employee's area, or do a search by zip code here: https://www.cupahr.org/knowledge-center/I-9-consortium/search/ <https://www.cupahr.org/knowledge-center/I-9-consortium/search/>

If a local institution can't be located on CUPA's site, then a notary can be an authorized representative by completing the Letter to the Designated Authorized Representative<https://pages.uoregon.edu/baoforms/bao_drupal_6/sites/ba.uoregon.edu/files/forms/I-9_Remote_Hire_Letter.pdf>



  *   Staff relocating- When an employee moves to another location, whether it is in state, out of state, between states, or to another city within a different state it needs to be reported immediately to the Payroll Services office to ensure proper tax withholding and compliance.  Employees cannot self-report remote work.  The department needs to submit the Employee Working Outside Oregon web form found at: https://ba.uoregon.edu/payroll/employee-working-outside-oregon
  *   ESR- Employee Separation Requests form is now available for all departments to use.  You can go online to https://hr.uoregon.edu/general-separation for links to the form and training.

Reminders


  *   Terminations, LWOP, FTE Reductions, Retirement - Please notify our office immediately if you become aware of employees, especially salaried employees, who are terminating their appointments, retiring, going on leave without pay, or reducing their FTE before May 31, 2024. This includes salaried employees who terminated prior to May 1, but also employees affected by insufficient paid leave hours to cover time off or separation paperwork that is just now being submitted.

Our office would like to work with you in adjusting the employee's May 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>.


  *   Help Us Go Paperless- Did you know that not only can you request to have paperless earning statements via DuckWeb, but you can also request electronic W2s.
Instructions for Electronic W-2 Consent via Duckweb:

  *   Sign into Duckweb.
  *   Navigate to the "Employee Information" tab.
  *   Click "W-2 Wage and Tax Statement".
  *   Click on the "Electronic Regulatory Consent" link.
  *   Check the "My Choice" box to consent to receive your W-2 electronically.
  *   Click "Submit".  A confirmation will appear towards the top of the page.
Upcoming Events


  *   Payroll Deadlines:
     *   May 7- Payroll Document deadline
     *   May 15 - EPAF deadline
     *   May 21-23 - Time Entry Window
     *   May 28 9am - Stop/Correct Pay Deadline
     *   May 31 - Payday
  *   Trainings (Register in MyTrack<https://urldefense.com/v3/__https:/uomytrack.pageuppeople.com/learning/calendar__;!!C5qS4YX3!H2BYarUNQ8iQ-iYEa8ntZ2a4o4y12pJB9u9RH0FZtTsFW1qe5GKTqBnxSrmuLzXy5j2PPK06Ej7z2sFHQ3NcCJGK$>):
     *   May 7, 2024, 1:30pm-3:30pm - HRIS Overview
     *   May 8, 2024, 1:30pm-4:30pm - HRIS Time Entry


Thank you,
The Payroll Office

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