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<div class="WordSection1">
<p class="MsoNormal"><b><span style="font-size:16.0pt;font-family:"Arial",sans-serif">The PayNews Monthly – July 2020 Edition<o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:16.0pt;font-family:"Arial",sans-serif"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><b><i><span style="font-size:14.0pt;font-family:"Arial",sans-serif">Updates<o:p></o:p></span></i></b></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l1 level1 lfo1"><![if !supportLists]><span style="font-size:12.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><u><span style="font-size:12.0pt;font-family:"Arial",sans-serif">FORM I-9 Announcement</span></u></b><span style="font-size:12.0pt;font-family:"Arial",sans-serif"> - U.S. Immigration and Customs Enforcement (ICE) just announced
an extension of the flexibilities in rules related to Form I-9 compliance that was granted earlier this year. On March 19, 2020, due to precautions implemented by employers and employees associated with COVID-19, the Department of Homeland Security (DHS) announced
that it would defer the physical presence requirements associated with the Employment Eligibility Verification (Form I-9). The most recent extension of this provision was set to expire July 19. Due to the continued precautions related to COVID-19, DHS has
decided to once again extend this policy for employers for an additional 30 days. The expiration date for these accommodations is now August 19.<b><u><o:p></o:p></u></b></span></p>
<p class="MsoNormal"><span style="font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><i><span style="font-size:14.0pt;font-family:"Arial",sans-serif">Time Entry Instructions<o:p></o:p></span></i></b></p>
<p class="MsoListParagraph" style="margin-bottom:12.0pt;text-indent:-.25in;mso-list:l3 level1 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><u><span style="font-size:12.0pt;font-family:"Arial",sans-serif">SEIU COLA and Regular Merit Increases – Effective July 1, 2020<br>
</span></u></b><span style="font-size:12.0pt;font-family:"Arial",sans-serif">The COLA increases and July Merit Increases have now been uploaded. Please check your roster to ensure that your employees have been updated correctly.<br>
<br>
<b><u>For Hourly Employees:<br>
<br>
</u></b>PHAHOUR - There will be two timesheets for hourly classified and temporary employees; e-classes CD, CE, CH, CI, CL, CM, CN and TS (except pooled position BUOTNR).<br>
<br>
Caution:<o:p></o:p></span></p>
<p class="MsoListParagraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:12.0pt;margin-left:1.0in;text-indent:-.25in;mso-list:l3 level2 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:"Courier New""><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:"Arial",sans-serif">Timesheet # 1 has current hourly rate for hours through June 30, 2020.<o:p></o:p></span></p>
<p class="MsoListParagraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:12.0pt;margin-left:1.0in;text-indent:-.25in;mso-list:l3 level2 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:"Courier New""><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:"Arial",sans-serif">Timesheet # 2 has new hourly rate with Effective Date of July 2 or 3, 2020, for hours beginning July 1, 2020.<o:p></o:p></span></p>
<p class="MsoListParagraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:12.0pt;margin-left:1.0in;text-indent:-.25in;mso-list:l3 level2 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:"Courier New""><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:"Arial",sans-serif">Ensure all leave hours taken (sick, vacation, comp. and personal) and overtime hours worked are recorded for the correct time period and rate.<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-bottom:12.0pt"><b><span style="font-size:12.0pt;font-family:"Arial",sans-serif">Note: If hours are entered on only one timesheet (for hourly employees) you will have either overpaid or underpaid your employee!<br>
<br>
</span></b><span style="font-size:12.0pt;font-family:"Arial",sans-serif">Please make sure the Lead Work and Work-out-of-Class differentials are paid at the correct rates.<br>
<br>
<b><u>For Salaried Employees:<o:p></o:p></u></b></span></p>
<p class="MsoListParagraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:12.0pt;margin-left:1.0in;text-indent:-.25in;mso-list:l3 level2 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:"Courier New""><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:"Arial",sans-serif">Overtime hours worked in June - use earn code OTP (overtime for prior month), and enter the special rate - i.e. previous hourly rate before the COLA.<b><o:p></o:p></b></span></p>
<p class="MsoListParagraph"><span style="font-size:12.0pt;font-family:"Arial",sans-serif">Questions regarding the time entry into PHAHOUR should be directed to Mindy Schmidling at
<a href="mailto:mindy@uoregon.edu">mindy@uoregon.edu</a> or Ben Kane at <a href="mailto:bkane@uoregon.edu">
bkane@uoregon.edu</a>.<o:p></o:p></span></p>
<p class="MsoListParagraph"><span style="font-size:12.0pt;font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l3 level1 lfo2"><![if !supportLists]><span style="font-size:12.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><u><span style="font-size:12.0pt;font-family:"Arial",sans-serif">Work Share for Time Entry</span></u></b><span style="font-size:12.0pt;font-family:"Arial",sans-serif"><br>
<br>
<b><u>For Hourly Employees:<br>
</u></b>In order to make sure benefits are properly applied, hours reduced for Work Share need to be reported during time entry using the earn code
<b>LW5</b>.<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in;mso-list:l3 level2 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:"Courier New""><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><span style="font-size:12.0pt;font-family:"Arial",sans-serif">Example:
</span></b><span style="font-size:12.0pt;font-family:"Arial",sans-serif">Employee reduced from 100% to 80% effective June 14, 2020. They should have 32 hours of REG or SAL and 8 hours of
<b>LW5</b> every week.<o:p></o:p></span></p>
<p class="MsoListParagraph"><b><span style="font-size:12.0pt;font-family:"Arial",sans-serif"><br>
<u>For Salaried Employees:<br>
</u></span></b><span style="font-size:12.0pt;font-family:"Arial",sans-serif">The <b>
LW5</b> should pull in automatically with their REG or SAL lines. Enter leave usage like normal and REG or SAL should reduce like normal.<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in;mso-list:l3 level2 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:"Courier New""><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><span style="font-size:12.0pt;font-family:"Arial",sans-serif">Example:</span></b><span style="font-size:12.0pt;font-family:"Arial",sans-serif"> Employee reduced from 100% to 60% effective June 14, 2020.<br>
July hours will default in as follows:<br>
<b>REG </b>or <b>SAL 104.00<br>
LW5 69.33<o:p></o:p></b></span></p>
<p class="MsoListParagraph"><span style="font-size:12.0pt;font-family:"Arial",sans-serif"><br>
Questions regarding Work Share time entry should be directed to Ben Kane at <a href="mailto:bkane@uoregon.edu">
bkane@uoregon.edu</a>.<b><o:p></o:p></b></span></p>
<p class="MsoListParagraph"><b><span style="font-size:12.0pt;font-family:"Arial",sans-serif"><o:p> </o:p></span></b></p>
<p class="MsoListParagraph" style="margin-bottom:12.0pt;text-indent:-.25in;mso-list:l3 level1 lfo2">
<![if !supportLists]><span style="font-size:12.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><u><span style="font-size:12.0pt;font-family:"Arial",sans-serif">Minimum Wage Increase</span></u></b><span style="font-size:12.0pt;font-family:"Arial",sans-serif"> - Oregon's minimum wage increased on July 1st, 2020. 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.<br>
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<b><u>New Rates</u></b><br>
Standard (Includes Eugene) $12.00/hr<br>
Portland Metro $13.25/hr<br>
Nonurban Counties $11.50/hr<br>
<br>
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:<br>
<br>
All hours worked in June (Old rate) should be entered into the first timesheet.<br>
All hours worked in July (New rate) should be entered into the second timesheet.<br>
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<b>Note:</b> If hours are entered on only one timesheet you will have either overpaid or underpaid your employee!<br>
<br>
Questions should be directed to Mike Kasahun at <a href="mailto:mikek@uoregon.edu">
mikek@uoregon.edu</a> or Austin Doerksen at <a href="mailto:adoerkse@uoregon.edu">
adoerkse@uoregon.edu</a>.<o:p></o:p></span></p>
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</span></span></span><![endif]><b><u><span style="font-size:12.0pt;font-family:"Arial",sans-serif">Personal Leave Earn Code</span></u></b><span style="font-size:12.0pt;font-family:"Arial",sans-serif"> - Both Personal Leave earn codes will be available for
July time entry.<br>
<br>
Personal Leave Reporting Period Earn Code for July 2020 Time Entry:<o:p></o:p></span></p>
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</span></span></span><![endif]><b><span style="font-size:12.0pt;font-family:"Arial",sans-serif">LTQ</span></b><span style="font-size:12.0pt;font-family:"Arial",sans-serif"> FY 19-20 (Personal Leave used up until 6/30/20)<o:p></o:p></span></p>
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<![if !supportLists]><span style="font-size:12.0pt;font-family:"Courier New""><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><span style="font-size:12.0pt;font-family:"Arial",sans-serif">LTP</span></b><span style="font-size:12.0pt;font-family:"Arial",sans-serif"> FY 20-21 (Personal Leave used on 7/1/20 or after)<br>
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*All classified employees must have used remaining FY 19-20 personal leave by June 30th.<o:p></o:p></span></p>
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<p class="MsoNormal" style="margin-left:.5in"><b><span style="font-size:12.0pt;font-family:"Arial",sans-serif">Salaried & Hourly Employees</span></b><span style="font-size:12.0pt;font-family:"Arial",sans-serif">:<br>
All personal leave used in June must be entered using earn code <b>LTQ</b>.<o:p></o:p></span></p>
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<p class="MsoNormal" style="text-indent:.5in"><b><span style="font-size:12.0pt;font-family:"Arial",sans-serif">Hourly Employees</span></b><span style="font-size:12.0pt;font-family:"Arial",sans-serif">:<o:p></o:p></span></p>
<p class="MsoNormal" style="text-indent:.5in"><span style="font-size:12.0pt;font-family:"Arial",sans-serif">All personal leave used in July must be entered using earn code
<b>LTP</b>. (You will get the possible insufficient leave warning for <b>LTP</b>, but it will load the hours before applying.)<o:p></o:p></span></p>
<p class="MsoNormal" style="text-indent:.5in"><span style="font-size:12.0pt;font-family:"Arial",sans-serif">*Warning - If you enter the incorrect earn code it could cause DOC pay or other leave balance issues. Please pay close attention to the earn code you
use.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal" style="text-indent:.5in"><span style="font-size:12.0pt;font-family:"Arial",sans-serif">Questions regarding the time entry into PHAHOUR should be directed to Mindy Schmidling at
<a href="mailto:mindy@uoregon.edu">mindy@uoregon.edu</a> or Ben Kane at <a href="mailto:bkane@uoregon.edu">
bkane@uoregon.edu</a>.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l2 level1 lfo3"><![if !supportLists]><span style="font-size:12.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><b><u><span style="font-size:12.0pt;font-family:"Arial",sans-serif">New Federal Work Study Indexes</span></u></b><span style="font-size:12.0pt;font-family:"Arial",sans-serif"> - Federal Work-Study Time Entry Procedures for July
Payroll.<br>
<br>
All Federal and UO Work Study indices have been updated automatically for FY20 in Banner.<br>
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Federal year-end reporting must be able to distinguish between June and July payroll expense.<o:p></o:p></span></p>
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<![if !supportLists]><span style="font-size:12.0pt;font-family:"Courier New""><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:"Arial",sans-serif">July Hours: In PHAHOUR, use earn code RWS, Shift 1, Index 22411* (FY21)<o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-left:1.0in;text-indent:-.25in;mso-list:l2 level2 lfo3">
<![if !supportLists]><span style="font-size:12.0pt;font-family:"Courier New""><span style="mso-list:Ignore">o<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span style="font-size:12.0pt;font-family:"Arial",sans-serif">June Hours: In PHAHOUR, use earn code RWS, Shift 2, Index 22410* (FY20)<o:p></o:p></span></p>
<p class="MsoListParagraph"><span style="font-size:12.0pt;font-family:"Arial",sans-serif">Use appropriate letter (A-H) to correlate with the correct program code. Refer to the
<a href="https://bg.uoregon.edu/content/work-study-indices-and-program-codes">Banner Guide</a> for indices and examples of July Time Entry.<br>
<br>
Questions should be directed to Mike Kasahun at <a href="mailto:mikek@uoregon.edu">
mikek@uoregon.edu</a> or Austin Doerksen at <a href="mailto:adoerkse@uoregon.edu">
adoerkse@uoregon.edu</a>.<o:p></o:p></span></p>
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<p class="MsoNormal" style="margin-bottom:8.0pt;line-height:105%"><b><i><span style="font-size:14.0pt;line-height:105%;font-family:"Arial",sans-serif">Helpful Hint</span></i></b><b><span style="font-size:12.0pt;line-height:105%;font-family:"Arial",sans-serif"><o:p></o:p></span></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormalCxSpMiddle" style="margin-bottom:8.0pt;mso-add-space:auto;line-height:105%;mso-list:l4 level1 lfo4">
<b><span style="font-size:12.0pt;line-height:105%;font-family:"Arial",sans-serif">PWIPAYR – Job Changes:
</span></b><span style="font-size:12.0pt;line-height:105%;font-family:"Arial",sans-serif">Run this report for the time entry month to see which employees have changes to their jobs that you need to watch for in PHAHOUR. This includes Work Share job record changes,
Merits, COLAs, Longevity, Minimum Wage, and labor distribution changes.<b><o:p></o:p></b></span></li></ul>
<p class="MsoNormal" style="margin-bottom:8.0pt;line-height:105%"><b><i><span style="font-size:14.0pt;line-height:105%;font-family:"Arial",sans-serif"><o:p> </o:p></span></i></b></p>
<p class="MsoNormal" style="margin-bottom:8.0pt;line-height:105%"><b><i><span style="font-size:14.0pt;line-height:105%;font-family:"Arial",sans-serif">Upcoming Events<o:p></o:p></span></i></b></p>
<ul style="margin-top:0in" type="disc">
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<b><u><span style="font-size:12.0pt;line-height:105%;font-family:"Arial",sans-serif">Payroll Deadlines</span></u></b><span style="font-family:"Arial",sans-serif">
</span><b><u><span style="font-size:12.0pt;line-height:105%;font-family:"Arial",sans-serif"><o:p></o:p></span></u></b></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormalCxSpMiddle" style="margin-bottom:8.0pt;mso-add-space:auto;line-height:105%;mso-list:l0 level2 lfo5">
<span style="font-size:12.0pt;line-height:105%;font-family:"Arial",sans-serif">July Time Entry Window July 21 - 24<b><u><o:p></o:p></u></b></span></li><li class="MsoNormalCxSpMiddle" style="margin-bottom:8.0pt;mso-add-space:auto;line-height:105%;mso-list:l0 level2 lfo5">
<span style="font-size:12.0pt;line-height:105%;font-family:"Arial",sans-serif">July Payday July 31<b><u><o:p></o:p></u></b></span></li></ul>
</ul>
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<b><u><span style="font-family:"Arial",sans-serif"><o:p><span style="text-decoration:none"> </span></o:p></span></u></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormalCxSpMiddle" style="margin-bottom:8.0pt;mso-add-space:auto;line-height:105%;mso-list:l0 level1 lfo5">
<b><u><span style="font-size:12.0pt;line-height:105%;font-family:"Arial",sans-serif">HRIS Trainings in MS Teams (Register in
</span></u></b><b><span style="font-size:12.0pt;line-height:105%;font-family:"Arial",sans-serif"><a href="https://hr.uoregon.edu/mytrack-talent-management-system-0">MyTrack</a><u>)<o:p></o:p></u></span></b></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormalCxSpMiddle" style="margin-bottom:8.0pt;mso-add-space:auto;line-height:105%;mso-list:l0 level2 lfo5">
<span style="font-size:12.0pt;line-height:105%;font-family:"Arial",sans-serif">HRIS Overview August 4, 1:30 – 3:30pm<o:p></o:p></span></li><li class="MsoNormalCxSpMiddle" style="margin-bottom:8.0pt;mso-add-space:auto;line-height:105%;mso-list:l0 level2 lfo5">
<span style="font-size:12.0pt;line-height:105%;font-family:"Arial",sans-serif">I-9 Workshop/International Hire Paperwork August 5, 10:00 – 12:00pm
<o:p></o:p></span></li><li class="MsoNormalCxSpMiddle" style="margin-bottom:8.0pt;mso-add-space:auto;line-height:105%;mso-list:l0 level2 lfo5">
<span style="font-size:12.0pt;line-height:105%;font-family:"Arial",sans-serif">HRIS Time Entry August 5, 1:30 – 4:30pm<o:p></o:p></span></li><li class="MsoNormalCxSpMiddle" style="margin-bottom:8.0pt;mso-add-space:auto;line-height:105%;mso-list:l0 level2 lfo5">
<span style="font-size:12.0pt;line-height:105%;font-family:"Arial",sans-serif">HRIS Payroll Redistributions (PHAREDS) August 6, 10:00 – 11:30am<o:p></o:p></span></li><li class="MsoNormalCxSpMiddle" style="margin-bottom:8.0pt;mso-add-space:auto;line-height:105%;mso-list:l0 level2 lfo5">
<span style="font-size:12.0pt;line-height:105%;font-family:"Arial",sans-serif">HRIS Electronic Approvals (EPAF) August 12, 9:30 -11:00am
<o:p></o:p></span></li></ul>
</ul>
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<span style="font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal" style="margin-bottom:8.0pt;line-height:105%"><span style="font-family:"Arial",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal" style="line-height:105%"><span style="font-size:12.0pt;line-height:105%;font-family:"Arial",sans-serif">Thank you,<o:p></o:p></span></p>
<p class="MsoNormal" style="line-height:105%"><span style="font-size:12.0pt;line-height:105%;font-family:"Arial",sans-serif">The Payroll Office<o:p></o:p></span></p>
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