payroll: PayNews December 2024

Wed Dec 11 08:10:39 PST 2024

PayNews - December 2024

Upcoming Events

  *   Payroll Deadlines:
     *   December 6 - Payroll Document Deadline
     *   December 13 - EPAF deadline
     *   December 18-20 - Time Entry Window
     *   December 24, 9am - Stop/Correct Pay Deadline
     *   December 31 - Payday
  *   Trainings (Register in MyTrack<https://urldefense.com/v3/__https:/uomytrack.pageuppeople.com/learning/calendar__;!!C5qS4YX3!H2BYarUNQ8iQ-iYEa8ntZ2a4o4y12pJB9u9RH0FZtTsFW1qe5GKTqBnxSrmuLzXy5j2PPK06Ej7z2sFHQ3NcCJGK$>):
     *   December 3, 2024, I-9 Employment Workshop - 10:00am-12:00pm
     *   December 3, 2024, HRIS Overview - 1:30pm-3:30pm
     *   December 4, 2024, HRIS Time Entry - 9:00am-12:00pm
     *   December 5, 2024, HRIS Payroll Redistribution (PHAREDS) - 10:00am-11:30am
     *   January 7, 2025, I-9 Employment Workshop - 10:00am-11:30am
     *   January 7, 2025, HRIS Overview - 1:30pm-3:30pm
     *   January 8, 2025, HRIS Time Entry - 9:00am-12:00pm
     *   January 8, 2025, HRIS EPAF - 10:00am-11:30am
  *   Payroll Office closure
     *   The Thompson University Center will be closed from December 23, 2024 to January 3, 2025.  If you wish to see someone in person during this time, you will need to make an appointment.  Staff will still be working remotely during this time.

END OF THE YEAR Reminder W2s!

  *   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.
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.
     *   SEF form is going to be phased out, all Student New hires must be done via EPAF
  *   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. Starting in January 2025, Payroll will no longer be accepting paper direct deposit forms. All Direct deposit updates must be done through Duckweb
  *   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 8, 2025.  We appreciate everyone's support in this important mandatory process!  More information can be found on Payroll's website.  Questions can be directed to payroll at uoregon.edu<mailto:payroll at uoregon.edu>.

  *   This is a friendly reminder to use the Workers Compensation NCCI Class Code Guide<https://hr.uoregon.edu/workers-compensation-ncci-class-code-guide> when assigning codes to temporary, graduate, student employees, or stipend positions. The guide helps you determine the correct class codes are chosen based on the position description.   Accurate class code assignment is crucial for the University's Workers' Compensation audit, as the class code determines the premium.  For all other employees, codes are assigned centrally when a new position is created.

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 December 22, 2024. This includes salaried employees who terminated prior to December 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 Decembers 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>

Thank you,
The Payroll Office

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