payroll: October 2025 PayNews

[BA Payroll Office News]

PayNews - October 2025

Upcoming Events

  *   Payroll Deadlines:
     *   October 10 - Payroll Document Deadline
     *   October 17 - EPAF deadline
     *   October 22-24 - Time Entry Window
     *   October 28, 9am - Stop/Correct Pay Deadline
     *   October 31 - Payday
  *   Trainings (Register in MyTrack<https://urldefense.com/v3/__https:/uomytrack.pageuppeople.com/learning/calendar__;!!C5qS4YX3!H2BYarUNQ8iQ-iYEa8ntZ2a4o4y12pJB9u9RH0FZtTsFW1qe5GKTqBnxSrmuLzXy5j2PPK06Ej7z2sFHQ3NcCJGK$>):
     *   October 7, 2025, 12:30pm - 2:30pm HRIS EPAF
     *   October 8, 2025, 9:00am to 12:30pm - HRIS Time Entry
     *   October 8, 2025, 10:00am to 12:00pm - I-9 Employment Workshop
     *   October 9, 2025, 11:00am to 1:00pm - HRIS Redistributions (PHAREDS)

Student Hires:
Important: Student worker EPAF coding note
We'd like to clarify the correct "Salary Grade" coding for student worker EPAFs:

  *   For UOSW-represented positions, use S1, S2, S3.
     *   If unable to select S1, S2, or S3 as an option, place it in comments.
  *   For all non-union positions, use "H" (even for stipend positions). This includes:
     *   Notetakers, Lump Sum/Stipend Pay (Includes UO RARE participants and note takers)
     *   30 Days or Less
     *   Off Campus Work Study
You can also go to UO Student Workers | Human Resources<https://hr.uoregon.edu/uo-student-workers> to find more information on who is represented and who is not represented.

PFML Top-Off and Accrued Leave Reporting

Employees who have elected to use PFML Top-Off are required to use available accrued leave such as vacation, sick leave, or comp time-to supplement their Paid Family and Medical Leave (PFML) benefits.

Timesheet and Banner Reporting

  *   Employees must report the top-off hours (accrued leave used), as provided by HR Leaves, on their timesheet for the applicable PFML claim period.
  *   Department offices are responsible for entering the reported accrued leave hours into Banner during the regular time entry process.
  *   If an employee does not have sufficient accrued leave to cover the top-off hours, departments must notify the Payroll Office and HR Leaves immediately to help prevent payroll overpayments.

Exception: The GE (Graduate Employee) Top-Off is processed centrally by the PFML Team and does not require department entry.

Please reach out to the Payroll Office or HR Leaves with any questions.

Fall

  *   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 are not set up in Banner, please get the new hire documents into payroll ASAP. If you have already submitted documents, please contact Payroll.

Reminders

  *   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 October 28th, notify Payroll immediately. This includes salaried employees terminating before November 1 or those affected by insufficient paid leave or delayed separation paperwork. Early notice helps prevent overpayments and ensures accurate October payroll.

Join the Payroll Team:

  *   Retirement Program Representative 2 https://careers.uoregon.edu/en-us/job/535951/retirement-program-representative-2.

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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