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<div class="WordSection1">
<p class="MsoNormal"><i><span style="font-size:12.0pt">Time Entry Instructions<o:p></o:p></span></i></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l8 level1 lfo2"><b>Minimum Wage Increase</b> - Oregon's minimum wage increased on July 1st, 2023. 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>
<br>
<b>New Rates</b><br>
Standard (Includes Eugene) $14.20/hr<br>
Portland Metro $15.45/hr<br>
Nonurban Counties $13.20/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>
<br>
<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>.<br>
<br>
<b><span style="font-size:12.0pt"><o:p></o:p></span></b></li><li class="MsoNormal" style="mso-list:l8 level1 lfo2"><b>Personal Leave Earn Code</b> - Both Personal Leave earn codes will be available for July time entry.<br>
<br>
Personal Leave Reporting Period Earn Code for July 2023 Time Entry:<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="mso-list:l8 level2 lfo2"><b>LTP</b> FY 22-23 (Personal Leave used up until 6/30/23)<o:p></o:p></li><li class="MsoNormal" style="mso-list:l8 level2 lfo2"><b>LTQ </b>FY 23-24 (Personal Leave used on 7/1/23 or after)<br>
<br>
*All classified employees must have used remaining FY 22-23 personal leave by June 30th.<o:p></o:p></li></ul>
</ul>
<p class="MsoNormal"><b><o:p> </o:p></b></p>
<p class="MsoNormal" style="margin-left:.5in"><b>Salaried & Hourly Employees</b>:<br>
All personal leave used in June must be entered using earn code <b>LTP</b>.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal" style="margin-left:.5in"><b>Hourly Employees</b>:<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in">All personal leave used in July must be entered using earn code
<b>LTQ</b>. (You will get the possible insufficient leave warning for <b>LTQ</b>, but it will load the hours before applying.)<o:p></o:p></p>
<p class="MsoNormal" style="margin-left:.5in">*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></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoListParagraph">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 Lisa Knox at <a href="mailto:lisaknox@uoregon.edu">
lisaknox@uoregon.edu</a>.<br>
<br>
<o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l6 level1 lfo4"><b>New Federal Work Study Indices</b> - Federal Work-Study Time Entry Procedures for July Payroll.<br>
<br>
All Federal and UO Work Study indices have been updated automatically for FY24 in Banner.<br>
<br>
Federal year-end reporting must be able to distinguish between June and July payroll expense.<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="mso-list:l6 level2 lfo4">June Hours: In PHAHOUR, use earn code RWS, Shift 2, Index 22623* (FY23)<o:p></o:p></li><li class="MsoNormal" style="mso-list:l6 level2 lfo4">July Hours: In PHAHOUR, use earn code RWS, Shift 1, Index 22624* (FY24)<o:p></o:p></li></ul>
</ul>
<p class="MsoListParagraph">Use appropriate letter (A-H) to correlate with the correct program code. Refer to
<a href="https://ba.uoregon.edu/payroll/work-study-indices-and-program-codes">Federal Work-Study Indices page</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>.<br>
<br>
<o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l1 level1 lfo8"><b>UO COVID Leave</b> – UO COVID leave (LTJ) expired on June 30, 2023. Only COVID leave used prior to July 1, 2023 should be entered during July time entry. All remaining balances
will be zeroed out after July payroll processing is complete.<br>
<br>
<span class="normaltextrun"><b><o:p></o:p></b></span></li></ul>
<p class="MsoListParagraph" style="margin-left:0in"><span class="normaltextrun"><i><span style="font-size:12.0pt">Reminders<o:p></o:p></span></i></span></p>
<p class="MsoListParagraph" style="margin-left:0in"><span class="normaltextrun"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l6 level1 lfo4"><span class="normaltextrun"><b>Terminations, LWOP, FTE Reductions</b>
</span><span class="normaltextrun"><span style="font-size:12.0pt">- </span>Please notify our office
<b><u>immediately</u></b> if you become aware of employees, especially <b>salaried</b> employees, who are terminating their appointments, going on leave without pay, or reducing their FTE before June 30, 2023. This includes salaried employees who will have
insufficient paid leave hours to cover time off or prior separations in which paperwork is just now being submitted.</span><span class="scxw32475059"> </span><br>
<span class="scxw32475059"> </span><br>
<span class="normaltextrun">Our office would like to work with you in adjusting the employee's June pay to prevent an overpayment. Your prompt notification will prevent financial hardship for the employee. You may email
</span><a href="mailto:payroll@uoregon.edu" target="_blank"><span class="normaltextrun"><span style="color:#0563C1">payroll@uoregon.edu</span></span></a><span class="normaltextrun">, or one of our contacts below:</span><span class="eop"> </span><o:p></o:p></li></ul>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.25in;text-indent:0in;mso-list:l0 level1 lfo6;vertical-align:baseline">
<![if !supportLists]><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span><![endif]><span class="normaltextrun">For Faculty & OA pay, Chad,
</span><a href="mailto:chadh@uoregon.edu" target="_blank"><span class="normaltextrun"><span style="color:#0563C1">chadh@uoregon.edu</span></span></a><span class="normaltextrun">,</span><o:p></o:p></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.25in;text-indent:0in;mso-list:l0 level1 lfo6;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<![if !supportLists]><span class="eop"><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span></span><![endif]><span class="normaltextrun">For Classified pay, Mindy,
</span><a href="mailto:mindy@uoregon.edu" target="_blank"><span class="normaltextrun"><span style="color:#0563C1">mindy@uoregon.edu</span></span></a><span class="eop"><o:p></o:p></span></p>
<p class="paragraph" style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:0in;margin-left:1.25in;text-indent:0in;mso-list:l0 level1 lfo6;vertical-align:baseline">
<![if !supportLists]><span class="scxw32475059"><span style="font-size:10.0pt;font-family:Symbol"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman"">
</span></span></span></span><![endif]><span class="normaltextrun">For GE pay, Keri,
</span><a href="mailto:kbartow1@uoregon.edu" target="_blank"><span class="normaltextrun"><span style="color:#0563C1">kbartow1@uoregon.edu</span></span></a><span class="scxw32475059"> <br>
<br>
<o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l0 level1 lfo6;vertical-align:baseline">
<b>I-9 COVID Flexibility Ending </b>– Per <a href="https://urldefense.com/v3/__https:/www.ice.gov/news/releases/ice-updates-form-i-9-requirement-flexibility-grant-employers-more-time-comply__;!!C5qS4YX3!EGz12045AoSvcUjO4s5gO1yT6bB7_BpJI1nUujp92VLlz3nzXseYxJSxjwVR-oK7nsfU3j4b98o0cLaKfEeVej1g$" target="_blank">
DHS</a>, the COVID exception that allows for virtual collection of the I-9 for employees working remotely will end as of July 31, 2023. As of August 1, 2023, all I-9s must be completed in person and cannot be done over Teams, Zoom, or FaceTime, even for
<a href="https://ba.uoregon.edu/payroll/employee-working-outside-oregon">employees working outside of Eugene</a>. Please contact Keri Bartow,
<a href="mailto:kbartow1@uoregon.edu" target="_blank">kbartow1@uoregon.edu</a>, with questions.<br>
<br>
<b><o:p></o:p></b></li></ul>
<p class="paragraph" style="margin:0in;vertical-align:baseline"><span class="normaltextrun"><i><span style="font-size:12.0pt">Upcoming Events</span></i></span><span class="eop"><span style="font-size:12.0pt"> </span></span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<p class="paragraph" style="margin:0in;vertical-align:baseline;user-select: text;-webkit-user-drag: none;-webkit-tap-highlight-color: transparent;overflow-wrap: break-word;white-space:pre-wrap;font-kerning: none">
<span class="normaltextrun"> </span><span class="eop"> </span><span style="font-size:9.0pt;font-family:"Segoe UI",sans-serif"><o:p></o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l4 level1 lfo11;vertical-align:baseline">
<span class="normaltextrun"><b>Payroll Deadlines</b>:</span><span class="eop"> </span><o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l4 level2 lfo11;vertical-align:baseline">
<span class="normaltextrun">July 20th-24th – July Time Entry Window</span><span class="eop"> </span><o:p></o:p></li><li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l4 level2 lfo11;vertical-align:baseline">
<span class="normaltextrun">July 26th, 9am – July Stop and Correct Pay Deadline</span><span class="eop"> </span><o:p></o:p></li><li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l4 level2 lfo11;vertical-align:baseline">
<span class="normaltextrun">July 31st – July Payday</span><span class="eop"> </span><o:p></o:p></li></ul>
<li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l4 level1 lfo11;vertical-align:baseline">
<span class="normaltextrun"><b>Trainings (Register in </b></span><a href="https://urldefense.com/v3/__https:/uomytrack.pageuppeople.com/__;!!C5qS4YX3!H6mBo6RO-_iHVuCPkqr1ft50eRvBaIs2z6eLJRs-hqSPWhT79NT2tvyN2EcGJqgP8_9rYg_f43kl9eeVaKtqNNtGHF0$" target="_blank"><span class="normaltextrun"><b><span style="color:#0563C1">MyTrack</span></b></span></a><span class="normaltextrun"><b>)</b>:</span><span class="eop"> </span><o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l4 level2 lfo11;vertical-align:baseline">
<span class="normaltextrun">July 31st, 1:30pm-3:30pm – HRIS Overview</span><o:p></o:p></li><li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l4 level2 lfo11;vertical-align:baseline">
<span class="normaltextrun">Aug 2nd, </span>10:00am-11:30am – I-9 Employment Eligibility Workshop with (optional) International Hire Documents Training <span class="eop"> </span><o:p></o:p></li><li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l4 level2 lfo11;vertical-align:baseline">
<span class="normaltextrun">Aug 2nd, 1:30pm-4:30pm – HRIS Time Entry</span><span class="eop"> <o:p></o:p></span></li><li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l4 level2 lfo11;vertical-align:baseline">
<span class="eop">Aug 3rd, 10:00am-12:00pm – HRIS Payroll Redistributions (PHAREDS)</span><o:p></o:p></li><li class="paragraph" style="margin-top:0in;margin-bottom:0in;mso-list:l4 level2 lfo11;vertical-align:baseline">
<span class="normaltextrun">HRIS Electronic Approvals (EPAF) training should be scheduled with Cathy McDermond (</span><a href="mailto:cathy1@uoregon.edu" target="_blank"><span class="normaltextrun"><span style="color:#0563C1">cathy1@uoregon.edu</span></span></a><span class="normaltextrun">)</span><span class="eop"> </span><o:p></o:p></li></ul>
</ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="mso-ligatures:none">Thank you,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="mso-ligatures:none">The Payroll Office</span><o:p></o:p></p>
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