payroll: July 2025 PayNews

[BA Payroll Office News]

PayNews – July 2025

Upcoming Events


  *   Payroll Deadlines:

  *   July 11 – Payroll Document Deadline

  *   July 17 – EPAF deadline

  *   July 22-24 – Time Entry Window

  *   July 28, 9am – Stop/Correct Pay Deadline

  *   July 31 – Payday

  *   Trainings (Register in MyTrack<https://urldefense.com/v3/__https:/uomytrack.pageuppeople.com/learning/calendar__;!!C5qS4YX3!H2BYarUNQ8iQ-iYEa8ntZ2a4o4y12pJB9u9RH0FZtTsFW1qe5GKTqBnxSrmuLzXy5j2PPK06Ej7z2sFHQ3NcCJGK$>):

  *   July 08, 2025 HRIS Overview 1:30pm-3:30pm

  *   July 09, 2025, I-9 Employment Workshop 10am-12pm

  *   July 09, 2025, HRIS Time Entry 9am-12:30pm

  *   July 10, 2025 HRIS EPAF 10am-12pm
  *   August 05, 2025; HRIS EPAF 10am-12pm

  *   August 05, 2025, HRIS Overview 1:30pm-3:30pm

  *   August 06, 2025, HRIS Time Entry 9am-12:30pm

  *   August 06, 2025, I-9 Employment Workshop 10am-12pm

  *   August 07, 2025 HRIS Payroll Redistributions (PHAREDS) 10am-12pm

Please review your employee rosters to ensure all information is accurate.
Confirm that all active employees are being paid according to their correct Full-Time Equivalent (FTE) status. If you identify any individuals who are no longer employed, please submit an ESR to terminate the position and/or employee. Keeping this information current is essential for accurate union reporting and access to systems.

Summer Remote Work:  If any employees will be working remotely from another city or state during the summer, please complete the Employee Working Outside Oregon form https://ba.uoregon.edu/payroll/employee-working-outside-oregon. This ensures proper tax withholding and compliance.
Note: Payroll is currently developing a form for in-state remote work reporting to support tax compliance.

SEF Form: The SEF paper form ended June 30, 2025. All new student hires must be processed via EPAF moving forward.  Reach out to Payroll at payroll at uoregon.edu<mailto:payroll at uoregon.edu> for EPAF training.

Reminders


  *   New Hires: Encourage new employees to submit hiring paperwork before their first day. Early submission helps ensure timely setup, direct deposit enrollment, and avoids late pay issues.

  *   Terminations, LWOP, FTE Reductions, Retirement:
If you are aware of any upcoming changes, terminations, retirements, leave without pay, FTE reductions, or start date changes—before July 28, notify Payroll immediately. This includes salaried employees terminating before August 1 or those affected by insufficient paid leave or delayed separation paperwork. Early notice helps prevent overpayments and ensures accurate July payroll.

  *   Faculty/GE Summer Appointments:
If any summer appointments are canceled, please notify Payroll right away to avoid overpayments.

  *   Minimum Wage Increase - Oregon's minimum wage increased on July 1, 2025.  All jobs that were below the new rate were automatically updated in Banner.  Please check your roster to ensure that all affected employees were updated correctly.

New Rates
Standard (Includes Eugene)        $15.05/hr
Portland Metro                                   $16.30/hr
Nonurban Counties                         $14.05/hr

This rate increase will create two timesheets for the July time entry.  The hours worked need to be divided up between the two timesheets in the following manner:

All hours worked in June (Old rate) should be entered into the first timesheet.
All hours worked in July (New rate) should be entered into the second timesheet.

Note: If hours are entered on only one timesheet you will have either overpaid or underpaid your employee!


  *   Personal Leave Earn Code - Both Personal Leave earn codes will be available for July time entry.

Personal Leave Reporting Period Earn Code for July 2025 Time Entry:

  *   LTP         FY 24-25 (Personal Leave used up until 6/30/25)

  *   LTQ         FY 25-26 (Personal Leave used on 7/1/25 or after)
*All classified employees must have used the remaining FY 24-25 personal leave by June 30th.
Salaried & Hourly Employees:
                              All personal leave used in June must be entered using earn code LTP.
Hourly Employees:
All personal leave used in July must be entered using the earn code LTQ.  (You will get the possible insufficient leave warning for LTQ, but it will load the hours before applying.)
*Warning - If you enter the incorrect earn code it could cause DOC pay or other balance leave balance issues.  Please pay close attention to the earn code you use.


  *   New Federal Work Study Indices
Federal Work-Study Time Entry Procedures for July Payroll.

All Federal and UO Work Study indices have been updated automatically for FY26 in Banner.

Federal year-end reporting must be able to distinguish between June and July payroll expense.

  *   July Hours: In PHAHOUR, use earn code RWS, Shift 1, Index 22626* (FY26)

  *   June Work Study Hours: In PHAHOUR, use earn code RST, 100% on the department index, account code 10501
·        Send an email to phareds at uoregon.edu with the name, UO ID number, and June Work Study hours
·        Once July time entry is complete, Payroll will move the RST onto Work Study funds
·        If you already have RST on the timesheet for non-Work Study purposes, use Shift 1 for those hours, and Shift 2 for the hours that will be moved to Work Study
Use appropriate letter (A-H) to correlate with the correct program code. Refer to Federal Work-Study Indices page<https://ba.uoregon.edu/payroll/work-study-indices-and-program-codes> for indices and examples of July Time Entry.

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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