payroll: March 2025 PayNews

[BA Payroll Office News]

PayNews - March 2025

Upcoming Events

  *   Payroll Deadlines:
     *   March 12 - Payroll Document Deadline
     *   March 17 - EPAF deadline
     *   March 20-24 - Time Entry Window
     *   March 26, 9am - Stop/Correct Pay Deadline
     *   March 31 - Payday
  *   Trainings (Register in MyTrack<https://urldefense.com/v3/__https:/uomytrack.pageuppeople.com/learning/calendar__;!!C5qS4YX3!H2BYarUNQ8iQ-iYEa8ntZ2a4o4y12pJB9u9RH0FZtTsFW1qe5GKTqBnxSrmuLzXy5j2PPK06Ej7z2sFHQ3NcCJGK$>):
     *   April 8, 2025, HRIS Overview 1:30pm-3:30pm
     *   April 9, 2025, HRIS Time Entry - 9:00am-12:00pm
     *   April 9, 2025, I-9 Employment Workshop - 10:00am-11:30am
     *   April 10, 2025, PHAREDS 10:00am- 12:00pm
     *   April 17, 2025, HRIS EPAF 10pm-11:30pm

NEW Summer Appointment form and process coming for 2025!
 Starting in summer 2024 Human Resources, Information Services Business Automation Team, Payroll, and campus representatives collaborated on creating a new summer submission form and process.
* More information coming later this month.
* Invite anyone processing summer appointments to the April HRCP meeting!

Oregon BOLI 35-day Rule Reminder:
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 February 16th, their first paycheck wouldn't be issued until March 31st, which would exceed the 35-day limit.
If you have employees in this situation, submit a pay advance to Central Payroll Office.  If you have questions, please email payroll at uoregon.edu

  *   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 1st, 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 31st, 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 15th, 2024.

  *   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.


  *   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 March 25th, please notify Payroll immediately. This includes salaried employees who have terminated before April 1st or those impacted by insufficient paid leave or delayed separation paperwork. Early notification helps avoid overpayments and ensures accurate March 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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