payroll: November 2024 Pay News Clarification

[BA Payroll Office News]

Good afternoon, UO Pay News Community,

Some clarification:
"November pay period - October 28 - November 22"

This means if something is processed by the Payroll Office (a comment on the UO Form that states "processed") between those dates, it will hit the November paycheck.

Thank you,

Elisabeth Howe
Payroll Operations Manager
University of Oregon
Phone: 541-346-3092
ehowe at uoregon.edu<mailto:ehowe at uoregon.edu>

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From: Elisabeth Howe
Sent: Monday, November 4, 2024 4:07 PM
To: BA Payroll Office News <payroll at lists.uoregon.edu>
Subject: November 2024 Pay News

Pay News - November 2024

Upcoming Events


  *   Payroll Deadlines:
     *   November 7 - Payroll Document Deadline
     *   November 13 - EPAF deadline
     *   November 18-20 - Time Entry Window
     *   November 22, 9am - Stop/Correct Pay Deadline
     *   November 27 - Payday
  *   Trainings (Register in MyTrack<https://urldefense.com/v3/__https:/uomytrack.pageuppeople.com/learning/calendar__;!!C5qS4YX3!H2BYarUNQ8iQ-iYEa8ntZ2a4o4y12pJB9u9RH0FZtTsFW1qe5GKTqBnxSrmuLzXy5j2PPK06Ej7z2sFHQ3NcCJGK$>):
     *   November 5, 2024 10:00am-12:00pm - I-9 Employment Workshop
     *   November 5, 2024 1:30pm-3:30pm - HRIS Overview
     *   November 6, 2024 9:00am-12:00pm - HRIS Time Entry
     *   November 7, 2024 10:00am-11:30am - EPAF Training
     *   December 3, 2024 10:00am-12:00pm - I-9 Employment Workshop
     *   December 3, 2024 1:30pm-3:30pm - HRIS Overview
     *   December 4, 2024 9:00am-12:00pm - HRIS Time Entry
     *   December 5, 2024 10:00am-11:30am - HRIS Payroll Redistribution (PHAREDS)


Fall Classified COLA

  *   Classified COLA- As a reminder the classified COLA has been entered into employee job records.  Hourly classified employees will have two records in time entry.  One for the hours worked in October, the other for the hours worked in November under the new rate.  For salary employees, prior month overtime should be entered as the prior month rate.

  *   Check your employee rosters. Make sure that everyone who is working for you is getting paid at the correct FTE.
  *   If you have any employees that are working but not set up in banner, please get the new hire documents into payroll ASAP. If you have already submitted documents please contact Payroll.

Updates

  *   There is a new SEF (Student Employment Form), please start using the new forms. The supervisor and job title are now required. Please go to our website and get the updated document. https://ba.uoregon.edu/payroll/payroll-administration/reports-and-forms
  *   Payroll is phasing out the Direct Deposit forms. Please forward the instructions on how to set up Direct Deposit via Duckweb. Pay admins please help them if they need it.
Reminders


  *   Student Terminations - Can be done in OnBase (DuckDocs) using the Employee Separation Request (ESR)!
  *   Direct Deposit Set-up - Log in to DuckWeb and set up direct deposit through your employee dashboard.
     *   Be sure to check Payroll Direct Deposit.
        *   Many employees only set up "Employee Reimbursement and Student Account refunds" section. This is NOT for your paycheck.
        *   We are phasing out the Direct Deposit form, please help your employees set up their Direct Deposit via DuckWeb
  *   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 November 22, 2024. This includes salaried employees who terminated prior to November 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 November 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>. If time entry has opened, please send notification via teams.


  *   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?
  *   Stipends that are past due will be processed the month it is received by the payroll office and will payout during with the current month payroll. For example, the Payroll processing window for October payroll is September 25- October 27. If we process a stipend on 29 September, it has missed September payroll window and will be processed for October payroll.


  *   We are moving to a centralized inbox, payroll at uoregon.edu<mailto:payroll at uoregon.edu>. Please help us transition to this new system. Do not CC individual pay specialist moving forward, all incoming email should go to the payroll at uoregon.edu<mailto:payroll at uoregon.edu> mailbox and will be rerouted to the individual for processing. CCing individuals in the office creates duplicate emails.


     *   If you have emailed and have not gotten a response in 5 business days, please teams message or call our office to ensure we have made necessary corrections.
        *   Do not send a follow up email. This clogs up our email and can cause confusion.
     *   Individual Pay Specialist will no longer be monitoring their individual email for pay issues.


  *   If you are emailing about remote work, taxes or compliance issues please email uopayroll at uoregon.edu<mailto:uopayroll at uoregon.edu>


  *   If an employee receives an email stating the Business Affairs Payroll Office needs their Social Security Card to update documentation, the employee must come to the payroll office in person with their Social Security Card (SSC).
Join the Payroll Team:

  *   Retirement Program Representative 2 - https://careers.uoregon.edu/en-us/job/534706/retirement-program-representative-2
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.

Thank you,
The Payroll Office



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