payroll: February 2025 Pay News

Tue Feb 11 11:38:34 PST 2025

All,

In case you're not able to open the MCR Calendar link, pleases try the attachment above.

Thank you,

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Mike Kasahun
Interim Payroll Operations Manager
Business Affairs
PO Box 3237 / Eugene, OR 97403
Email: mikek at uoregon.edu<mailto:mikek at uoregon.edu>

From: payroll-bounces at lists.uoregon.edu <payroll-bounces at lists.uoregon.edu> On Behalf Of BA Payroll Office News
Sent: Monday, February 10, 2025 2:07 PM
To: payroll at lists.uoregon.edu
Subject: payroll: February 2025 Pay News

PayNews - February 2025

Upcoming Events

  *   Payroll Deadlines:
     *   February 12 - Payroll Document Deadline
     *   February 14 - EPAF deadline
     *   February 19-21 - Time Entry Window
     *   February 25, 9am - Stop/Correct Pay Deadline
     *   February 28 - Payday
  *   Trainings (Register in MyTrack<https://urldefense.com/v3/__https:/uomytrack.pageuppeople.com/learning/calendar__;!!C5qS4YX3!H2BYarUNQ8iQ-iYEa8ntZ2a4o4y12pJB9u9RH0FZtTsFW1qe5GKTqBnxSrmuLzXy5j2PPK06Ej7z2sFHQ3NcCJGK$>):
     *   February 4, 2025, I-9 Employment Workshop - 10:00am-11:30am
     *   February 5, 2025, HRIS Time Entry - 9:00am-12:00pm
     *   February 6, 2025, PHAREDS 10:00am- 12:00pm
     *   February 13, 2025, HRIS EPAF 12pm-2pm
     *   March 4, 2025, HRIS Overview 1:30pm-3:30pm
     *   March 5, 2025, HRIS Time Entry 9am to noon
     *   March 5, 2025, I-9 Employment Workshop - 10:00am-11:30am
     *   March 6, 2025, HRIS EPAF - 10:00am-11:30am

Oregon BOLI 35-day Rule:
The Oregon Bureau of Labor and Industries (BOLI) enforces regulations on pay periods, requiring that employees be paid at least once every 35 days. This 35-day rule ensures that no employee goes longer than 35 days without receiving pay. However, for hourly employees who start at the beginning of a pay period, it's possible they may not receive their first paycheck until after 35 days.

For example, if an hourly employee begins work on January 16, their first paycheck wouldn't be issued until February 28, which would exceed the 35-day limit.

If you have employees in this situation, it's important to check with the employee to see if they need to be paid before the next scheduled payday. If they do, please coordinate with Central Payroll to submit an MCR for the employee.

  *   Termination Pay: As per BOLI regulations, termination pay must be processed on the employee's final workday. Delays in processing this payment may result in penalties and interest. The final paycheck should include all outstanding amounts (e.g., vacation payout, differentials). To ensure timely processing, please submit an MCR to Payroll at least two days before the employee's last day. For any questions, reach out to payroll at uoregon.edu<mailto:payroll at uoregon.edu>.

Note: If a unit does not submit final pay before the employee's separation date, that unit may be liable for additional wages due after the separation date, until the final paycheck is issued, as part of the civil penalty.

  *   PERS Retirement Date vs. Termination Date...What's the Difference, does it matter?
Having an incorrect termination date may delay an employee's retirement with PERS, delay payment of their retirement pension benefits, and/or may impact the calculation of their Average Ending Salary which is used in the calculation of their pension benefits.  Employees always retire from PERS effective the first of a month.  The employee's last day of work (including leave taken) and termination date in Banner needs to be no later than the last day of the month prior to the effective date of their PERS retirement.  For example:   Joe states he is retiring from PERS on January 1, 2025 and will be submitting a resignation letter.  Joe's last workday (including leave taken) and termination date in Banner needs to be no later than December 31, 2024.  The last day and termination may be sooner than December 31st, it just needs to be on/or before December 31st.    Example:  Joe is a 9-month employee, their last day and termination date could be December 15, 2024.

  *   Staff relocating- If an employee relocates, whether in-state, out-of-state, between states, or internationally, it must be reported immediately to Payroll Services to ensure correct tax withholding and compliance. Departments must submit the Employee Working Outside Oregon web form at: Employee Working Outside Oregon<https://ba.uoregon.edu/payroll/employee-working-outside-oregon>.

  *   Retro pays- When processing retro payments or adjustments, payroll will now use shift codes A-L to represent the months being retroactively paid or collected. This will help identify the specific month each payment corresponds to.
     *   January - A
     *   February - B
     *   March - C
     *   April - D
     *   May - E
     *   June - F
     *   July - G
     *   August - H
     *   September - I
     *   October - J
     *   November - K
     *   December - L
  *   Manual Check Requests (MCR).  We would like to inform you, MCR processing has changed from 5 days a week to 3 days a week. (Excluding termination pays) We will continue to process checks promptly, and we appreciate your understanding as we make this adjustment.  The 2025 payroll calendar is attached for reference.
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  *   W-4 Exemption Form 2025. Employees who filed exempt on their W-4s must submit a new form by February 12, 2025 if they wish to continue claiming exempt for 2025.

  *   W-2 Availability. W2s are available via Duckweb.

Reminders

Terminations, LWOP, FTE Reductions, Retirement: If you know of any employees terminating, retiring, going on leave without pay, start date change, or reducing FTE before February 25th, please notify Payroll immediately. This includes salaried employees who have terminated before March 1 or those impacted by insufficient paid leave or delayed separation paperwork. Early notification helps avoid overpayments and ensures accurate February pay.
Thank you for your attention to these important matters and for your continued support. If you have any questions, please don't hesitate to contact us at payroll at uoregon.edu<mailto:payroll at uoregon.edu>.

Best regards,
The Payroll Office

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