payroll: PayNews – April 2026

[BA Payroll Office News]

PayNews – April 2026

Upcoming Events

  *   Payroll Deadlines:
     *   April 10 – Payroll Document Deadline
     *   April 16 – EPAF deadline
     *   April 21-23 – Time Entry Window
     *   April 27, 9am – Stop/Correct Pay Deadline
     *   April 30 – Payday
     *   May 12, 2026, May Triple deduction spreadsheet
  *   Trainings (Register in MyTrack<https://urldefense.com/v3/__https:/uomytrack.pageuppeople.com/learning/calendar__;!!C5qS4YX3!H2BYarUNQ8iQ-iYEa8ntZ2a4o4y12pJB9u9RH0FZtTsFW1qe5GKTqBnxSrmuLzXy5j2PPK06Ej7z2sFHQ3NcCJGK$>):
     *   May 6, 2026, HRIS Time Entry – 9:00am to 12:00pm
     *   May 6, 2026, I-9 Employment Workshop - 10:00am-12:00pm
     *   May 7, 2026, HRIS EPAF – 12:00pm to 2:00pm


May Triples are coming up soon- Spreadsheets for employees who should not be tripled were due by May 12, 2026. Please review the information regarding the May Triple Deduction process on the Business Affairs website: https://ba.uoregon.edu/payroll/may-triple-deduction. The spreadsheets should be emailed to payroll at uoregon.edu.

Departments are responsible for reporting any employees who will be working outside of Oregon.

To report an employee, please complete the Employee Working Outside Oregon web form. https://ba.uoregon.edu/payroll/employee-working-outside-oregon
Important Notes:

  *   Employees are not permitted to self-report their work locations.
  *   Employees working outside Oregon must complete the Oregon Withholding Affidavit to verify they are not subject to Oregon state taxes under ORS 316.027(1). (Payroll will provide this form directly to the employee.)
Please do not refer out-of-state remote employees to the Oregon Unemployment Office. These employees must file for unemployment benefits through their home state's Unemployment Office.

Separation Automation: What’s Changing
Beginning May 1, 2026, updates are coming to the automated separation process for non‑active employees. These changes are intended to streamline processing, reduce manual workload, and improve the accuracy of job and employment records.
What’s new:

  *   Shorter inactivity window for temporary and student jobs
Temporary and student positions that do not have an end date and show no pay activity in the prior three months (reduced from six months) will be automatically ended.
  *   Automatic separation at job end date
When an employee’s only active job reaches its recorded end date, the system will automatically separate the employee.
     *   Separations are expected to run monthly, on or around the 15th, for jobs that ended in the previous month.
These automated separations will apply to the employee groups listed below. To avoid unintended separations for roles that will be renewed, submit renewal actions as soon as possible. Timely renewals help prevent system access interruptions and pay gaps.
Employee groups impacted:

  *   LD Classified
  *   Temporary
  *   Interim & Fixed‑Term Officers of Administration
  *   Graduate Employees (GEs)
  *   Limited Duration Faculty, including:
     *   Pro Tem
     *   Visiting
     *   Post‑Retirement
     *   Post‑Baccalaureate
     *   Postdoctoral
     *   Non‑bargaining unit fixed‑term career faculty (not covered by United Academics)
Student Employment After Graduation
We would like to update departments on the rules regarding student employees who continue working for one term after graduation. Per the Collective Bargaining Agreement (CBA) for the student union:
“Graduated students may be employed for one term after graduation with advanced approval from Employee and Labor Relations in the Office of Human Resources. Approvals will be granted except in extenuating circumstances.”
Additional details are available in Article 5 of the UOSW Bargaining Agreement | Human Resources. https://hr.uoregon.edu/uosw-bargaining-agreement#Article5
If a department wishes to request an additional free term or employment beyond the standard post-graduation term, supervisors must complete the Student Employment Exception Request Form. Student Employment Exception Request Form<https://app.smartsheet.com/b/form/98baf9490b974c1b842b71d797f51816>
Students remain eligible for one free term per academic year, during which they may take fewer than the required credits or take a break from coursework while maintaining student employment eligibility. Summer term counts as a term. Supervisors may request a second free term by using the “Student Employment Exception Request Form”.

Reminders
Overtime Spreadsheet- Please be sure to send your overtime tracker spreadsheet to uopayroll at uoregon.edu<mailto:uopayroll at uoregon.edu>.  This helps to ensure the tax accountant will receive the information timely.

Student/Temp Termination Reminder: When terminating a student or temporary position, please use the last paid date, or the actual last day the student or temporary employee worked. This helps ensure employment records remain accurate.

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 April 27th at 9:00am, please notify Payroll immediately. This includes salaried employees who have terminated before May 1st or those impacted by insufficient paid leave or delayed separation paperwork. Early notification helps avoid overpayments and ensures accurate April 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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