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<p class="MsoNormal"><a name="_Hlk48902170"><b><span style="font-size:14.0pt;line-height:106%">The PayNews Monthly – August 2020 Edition<o:p></o:p></span></b></a></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk48902170"><b><i><span style="font-size:12.0pt;line-height:106%">Updates<o:p></o:p></span></i></b></span></p>
<ul style="margin-top:0in" type="disc">
<li style="margin-top:0in;margin-bottom:0in;margin-bottom:.0001pt;mso-list:l2 level1 lfo1;background:white">
<span style="mso-bookmark:_Hlk48902170"><b><u><span style="font-family:"Calibri",sans-serif">FORM I-9 Announcement</span></u></b></span><span style="mso-bookmark:_Hlk48902170"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">
</span></span><span style="mso-bookmark:_Hlk48902170"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">–</span></span><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",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 August 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 September 19.</span></span><span style="mso-bookmark:_Hlk48902170"><span style="font-family:"Calibri",sans-serif"><br>
<br>
</span></span><span style="mso-bookmark:_Hlk48902170"><b><u><span style="font-size:10.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></u></b></span></li><li style="margin-top:0in;margin-bottom:0in;margin-bottom:.0001pt;mso-list:l2 level1 lfo1;background:white">
<span style="mso-bookmark:_Hlk48902170"><b><u><span style="font-family:"Calibri",sans-serif">Payroll Documents</span></u></b></span><span style="mso-bookmark:_Hlk48902170"><b><span style="font-family:"Calibri",sans-serif">
</span></b></span><span style="mso-bookmark:_Hlk48902170"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">–
</span></span><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">Payroll has created a
</span></span><a href="https://ba.uoregon.edu/payroll-document-submission"><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">Payroll Document Submission</span></span><span style="mso-bookmark:_Hlk48902170"></span></a><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">
page that lists all the ways that documents can be submitted based on whether the documents contain confidential and sensitive data.</span></span><span style="mso-bookmark:_Hlk48902170"><b><u><span style="font-size:10.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></u></b></span></li></ul>
<p style="margin:0in;margin-bottom:.0001pt;background:white"><span style="mso-bookmark:_Hlk48902170"><b><u><span style="font-family:"Calibri",sans-serif"><o:p><span style="text-decoration:none"> </span></o:p></span></u></b></span></p>
<p style="margin:0in;margin-bottom:.0001pt;background:white"><span style="mso-bookmark:_Hlk48902170"><b><i><span style="font-family:"Calibri",sans-serif">Reminders<o:p></o:p></span></i></b></span></p>
<p style="margin:0in;margin-bottom:.0001pt;background:white"><span style="mso-bookmark:_Hlk48902170"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li style="margin-top:0in;margin-bottom:0in;margin-bottom:.0001pt;mso-list:l2 level1 lfo1;background:white">
<span style="mso-bookmark:_Hlk48902170"><b><u><span style="font-family:"Calibri",sans-serif">Terminations</span></u></b></span><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">
</span></span><span style="mso-bookmark:_Hlk48902170"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">–</span></span><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif"> Please notify our office
immediately if you become aware of employees who are terminating their appointments or going on leave without pay before August 31, 2020. Please also keep in mind any September terminations or late declinations of employment. This includes salaried employees
who have insufficient paid leave hours to cover time off. Our office would like to work with you in adjusting the employee's pay to prevent an overpayment. You may email (</span></span><a href="mailto:payroll@uoregon.edu"><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">payroll@uoregon.edu</span></span><span style="mso-bookmark:_Hlk48902170"></span></a><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">)
or fax (6-1109) a copy of the termination PRF to the Payroll Office while the original document is in route. Your prompt notification will prevent financial hardship for the employee.<br>
<br>
You may contact the following payroll staff:</span></span><span style="mso-bookmark:_Hlk48902170"><b><u><span style="font-family:"Calibri",sans-serif"><o:p></o:p></span></u></b></span></li><ul style="margin-top:0in" type="disc">
<li style="margin-top:0in;margin-bottom:0in;margin-bottom:.0001pt;mso-list:l2 level2 lfo1;background:white">
<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">For Faculty & OA pay, Chad,
</span></span><a href="mailto:chadh@uoregon.edu"><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">chadh@uoregon.edu</span></span><span style="mso-bookmark:_Hlk48902170"></span></a><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">,
or Cindy, </span></span><a href="mailto:chuie@uoregon.edu"><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">chuie@uoregon.edu</span></span><span style="mso-bookmark:_Hlk48902170"></span></a><span style="mso-bookmark:_Hlk48902170"><b><u><span style="font-family:"Calibri",sans-serif"><o:p></o:p></span></u></b></span></li><li style="margin-top:0in;margin-bottom:0in;margin-bottom:.0001pt;mso-list:l2 level2 lfo1;background:white">
<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">For Classified pay, Mindy,
</span></span><a href="mailto:mindy@uoregon.edu"><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">mindy@uoregon.edu</span></span><span style="mso-bookmark:_Hlk48902170"></span></a><span style="mso-bookmark:_Hlk48902170"><b><u><span style="font-family:"Calibri",sans-serif"><o:p></o:p></span></u></b></span></li><li style="margin-top:0in;margin-bottom:0in;margin-bottom:.0001pt;mso-list:l2 level2 lfo1;background:white">
<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">For GE pay, Keri,
</span></span><a href="mailto:kbartow1@uoregon.edu"><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">kbartow1@uoregon.edu</span></span><span style="mso-bookmark:_Hlk48902170"></span></a><span style="mso-bookmark:_Hlk48902170"><b><u><span style="font-family:"Calibri",sans-serif"><o:p></o:p></span></u></b></span></li></ul>
</ul>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;background:white">
<span style="mso-bookmark:_Hlk48902170"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li style="margin-top:0in;margin-bottom:0in;margin-bottom:.0001pt;mso-list:l2 level1 lfo1;background:white">
<span style="mso-bookmark:_Hlk48902170"><b><u><span style="font-family:"Calibri",sans-serif">NCCI Codes
</span></u></b> <o:p></o:p></span></li></ul>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;background:white">
<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">Oregon workers compensation classification codes are four-digit numbers assigned by The National Council on Compensation Insurance (NCCI). Every employee/position
combination must have an NCCI code in order to properly determine the university’s base premium cost. Human Resources maintains the NCCI codes for all classified, faculty, and OA positions. The Payroll Office relies on the units to determine the appropriate
NCCI code and to include it on the hiring PRF, SEF, or EPAF for all temporary, graduate, and student employees.<o:p></o:p></span></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;background:white">
<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></span></p>
<p style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:.5in;margin-bottom:.0001pt;background:white">
<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">Human Resources, in cooperation with </span></span><a href="https://safety.uoregon.edu/risk-management-and-insurance."><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif;color:windowtext">Safety
and Risk Services</span></span><span style="mso-bookmark:_Hlk48902170"></span></a><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">, maintain a guide for departments to reference on the
</span></span><a href="https://hr.uoregon.edu/hr-operations/reference-guides/workers-compensation-ncci-class-code-guide"><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">HR website</span></span><span style="mso-bookmark:_Hlk48902170"></span></a><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif">.
Please use this guide to determine which code to assign to temporary, graduate, or student employee jobs.
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<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;font-family:"Calibri",sans-serif"><o:p> </o:p></span></span></p>
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<span style="mso-bookmark:_Hlk48902170"><b><u><span style="font-size:12.0pt;line-height:106%">Online Forms
</span></u></b>– </span><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%">Payroll has created online versions of the Payroll Advance Form and the 403(b) Voluntary Savings Form, which can be accessed from the forms section
of the </span></span><a href="https://forms.uoregon.edu/forms/list/Payroll"><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%">Business Affairs website</span></span><span style="mso-bookmark:_Hlk48902170"></span></a><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%">.
In the Payroll Forms section, there is also a link where you can upload your Manual Check Request Forms.</span>
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<p class="MsoListParagraphCxSpMiddle"><span style="mso-bookmark:_Hlk48902170"><o:p> </o:p></span></p>
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<span style="mso-bookmark:_Hlk48902170"><b><u><span style="font-size:12.0pt;line-height:106%">Job Location Codes
</span></u></b>– </span><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%">It is important for an employee’s work location to be properly reflected in Banner. There are a number of reasons for this that include minimum
wage rates, other states’ employment laws and payroll taxes, and the new Eugene and Portland city taxes that begin in 2021. Units can notify Payroll of job location changes via email.<o:p></o:p></span></span></li></ul>
<p class="MsoListParagraphCxSpMiddle"><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%"><o:p> </o:p></span></span></p>
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<span style="mso-bookmark:_Hlk48902170"><b><u><span style="font-size:12.0pt;line-height:106%">Twelve Month Pay Option (Deferred Pay)</span></u></b> –
</span><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%">The Twelve Month Pay Option provides a method for faculty and OA’s who are on a 9-month appointment to spread their academic year salary over 12 months. In order
for this to be considered an IRS qualified plan, we have to adhere to strict deadlines. Law School faculty and OA’s have to submit the completed form to the Payroll Office by August 15<sup>th</sup>. All other faculty and OA’s have until September 15<sup>th</sup>
to submit the completed form to the Payroll Office. We encourage departments to notify their new 9-month faculty and OA’s of this program during their on-boarding.<o:p></o:p></span></span></li></ul>
<p class="MsoNormal" style="margin-left:.5in"><span style="mso-bookmark:_Hlk48902170"></span><a href="https://pages.uoregon.edu/baoforms/bao_drupal_6/sites/ba.uoregon.edu/files/forms/reg12pay.pdf"><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%">Authorization
for the Twelve Month Pay Option Form</span></span><span style="mso-bookmark:_Hlk48902170"></span></a><span style="mso-bookmark:_Hlk48902170"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk48902170"><b><i><span style="font-size:12.0pt;line-height:106%">Helpful Hints<o:p></o:p></span></i></b></span></p>
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<span style="mso-bookmark:_Hlk48902170"><b><i><span style="font-size:12.0pt;line-height:106%">Removing a Labor Distribution Line in PHAHOUR:</span></i></b></span><span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%"><br>
If the default labor distribution in PHAHOUR includes a line that needs to be removed, Banner 9 can be very particular about the order in which that is performed. The recommended order is:</span></span><span style="mso-bookmark:_Hlk48902170"><b><i><span style="font-size:12.0pt;line-height:106%"><o:p></o:p></span></i></b></span></li><ol style="margin-top:0in" start="1" type="1">
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<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%">If the percent or hours are already giving an error use the Clear Record option from the Tools menu,</span></span><span style="mso-bookmark:_Hlk48902170"><b><i><span style="font-size:12.0pt;line-height:106%"><o:p></o:p></span></i></b></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l0 level2 lfo2">
<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%">Change the percent or hours of the other lines,</span></span><span style="mso-bookmark:_Hlk48902170"><b><i><span style="font-size:12.0pt;line-height:106%"><o:p></o:p></span></i></b></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l0 level2 lfo2">
<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%">Remove the line that is no longer needed (Shift+F6),</span></span><span style="mso-bookmark:_Hlk48902170"><b><i><span style="font-size:12.0pt;line-height:106%"><o:p></o:p></span></i></b></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l0 level2 lfo2">
<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%">If the hours or percent don’t total properly use the round function (F3),</span></span><span style="mso-bookmark:_Hlk48902170"><b><i><span style="font-size:12.0pt;line-height:106%"><o:p></o:p></span></i></b></span></li><li class="MsoListParagraphCxSpLast" style="margin-left:0in;mso-add-space:auto;mso-list:l0 level2 lfo2">
<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%">Save (F10)</span></span><span style="mso-bookmark:_Hlk48902170"><b><i><span style="font-size:12.0pt;line-height:106%"><o:p></o:p></span></i></b></span></li></ol>
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<p class="MsoNormal"><span style="mso-bookmark:_Hlk48902170"><b><i><span style="font-size:12.0pt;line-height:106%">Upcoming Events<o:p></o:p></span></i></b></span></p>
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<span style="mso-bookmark:_Hlk48902170"><b><u><span style="font-size:12.0pt;line-height:106%">Important Dates<o:p></o:p></span></u></b></span></li><ul style="margin-top:0in" type="circle">
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<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%">August Time Entry Window August 20<sup>th</sup> – August 24<sup>th</sup><b><o:p></o:p></b></span></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l3 level2 lfo3">
<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%">August Payday August 31<sup>st</sup><o:p></o:p></span></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l3 level2 lfo3">
<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%">September Document Deadline September 8<sup>th</sup><o:p></o:p></span></span></li></ul>
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<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%"><o:p> </o:p></span></span></p>
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<span style="mso-bookmark:_Hlk48902170"><b><u><span style="font-size:12.0pt;line-height:106%">Monthly Training through MS Teams (Sign up through
</span></u></b></span><a href="https://hr.uoregon.edu/mytrack-talent-management-system-0"><span style="mso-bookmark:_Hlk48902170"><b><span style="font-size:12.0pt;line-height:106%">MyTrack</span></b></span><span style="mso-bookmark:_Hlk48902170"></span></a><span style="mso-bookmark:_Hlk48902170"><b><u><span style="font-size:12.0pt;line-height:106%">)</span></u></b></span><span style="mso-bookmark:_Hlk48902170"><b><span style="font-size:12.0pt;line-height:106%"><o:p></o:p></span></b></span></li></ul>
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<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%">HRIS Overview September 8<sup>th</sup> 1:30 – 3:30 pm<o:p></o:p></span></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l1 level2 lfo4">
<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%">HRIS Time Entry September 9<sup>th</sup> 1:30 – 4:30 pm<o:p></o:p></span></span></li><li class="MsoListParagraphCxSpMiddle" style="margin-left:0in;mso-add-space:auto;mso-list:l1 level2 lfo4">
<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%">HRIS Electronic Approval Forms (EPAF) September 17<sup>th</sup> 9:30 – 11:00 am<o:p></o:p></span></span></li><li class="MsoListParagraphCxSpLast" style="margin-left:0in;mso-add-space:auto;mso-list:l1 level2 lfo4">
<span style="mso-bookmark:_Hlk48902170"><span style="font-size:10.0pt;line-height:106%">Form I-9 Workshop/International Hire Paperwork September 9<sup>th</sup> 10:00 am – 12:00 pm<o:p></o:p></span></span></li></ul>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-size:12.0pt;line-height:106%">Thank you,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt;line-height:106%">The Payroll Office<o:p></o:p></span></p>
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