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<div class="WordSection1">
<p class="MsoNormal"><i><span style="font-size:12.0pt">Updates<o:p></o:p></span></i></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-bottom:12.0pt;margin-left:0in;mso-list:l0 level1 lfo1">
<b>Summer Appointments/Stipends</b>- The deadline to submit summer appointments and summer stipends was May 10th. Early submissions will help ensure that positions will be active for summer payroll.<o:p></o:p></li><li class="MsoListParagraph" style="margin-bottom:12.0pt;margin-left:0in;mso-list:l0 level1 lfo1">
<b>May Triples</b>- Spreadsheets for employees who <b>should not be</b> tripled were due by May 10th, 2024. Please review the information regarding the May Triple Deduction process on the Business Affairs website:
<a href="https://ba.uoregon.edu/payroll/may-triple-deduction">https://ba.uoregon.edu/payroll/may-triple-deduction</a>. The spreadsheets should
<span style="font-family:"Aptos",sans-serif">be emailed to </span><a href="mailto:ehowe@uoregon.edu"><span style="font-family:"Aptos",sans-serif;background:white">ehowe@uoregon.edu</span></a>.<o:p></o:p></li><li class="MsoListParagraph" style="margin-bottom:12.0pt;margin-left:0in;mso-list:l0 level1 lfo1">
<b>I-9</b>- It has come to our attention that the remote I-9 process has not been followed. Information
<span style="font-family:"Aptos",sans-serif">is available online at </span><a href="https://ba.uoregon.edu/payroll/remote-hires"><span style="font-family:"Aptos",sans-serif">https://ba.uoregon.edu/payroll/remote-hires</span></a><span style="font-family:"Aptos",sans-serif">.
The form must be completed by an authorized representative. A representative is another institution found via CUPA’s site, or an authorized notary who has been provided the Letter to the Designated Authorized Representative. An incomplete or inaccurate I-9
will be returned to the department for completion. <o:p></o:p></span></li></ul>
<p style="mso-margin-top-alt:.25in;margin-right:0in;margin-bottom:.25in;margin-left:0in;background:white">
<strong><span style="font-size:11.0pt;font-family:"Aptos",sans-serif;color:black">Who is an Authorized Representative?</span></strong><span style="font-size:11.0pt;font-family:"Aptos",sans-serif;color:black"><o:p></o:p></span></p>
<p style="mso-margin-top-alt:.25in;margin-right:0in;margin-bottom:.25in;margin-left:0in;background:white">
<span style="font-size:11.0pt;font-family:"Aptos",sans-serif;color:black">A Human Resource or Payroll Professional, or Notary who has been authorized to act on the university’s behalf to:<o:p></o:p></span></p>
<ul type="disc">
<li class="MsoNormal" style="color:black;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l4 level1 lfo2;background:white">
<span style="font-family:"Aptos",sans-serif">Review Form I-9 Section 1 for completeness.<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l4 level1 lfo2;background:white">
<span style="font-family:"Aptos",sans-serif">Physically examine and photocopy all I-9 documents presented by the new employee.<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l4 level1 lfo2;background:white">
<span style="font-family:"Aptos",sans-serif">Complete Form I-9 Section 2, which includes recording the employee’s first day of work with the UO.<o:p></o:p></span></li></ul>
<p style="mso-margin-top-alt:.25in;margin-right:0in;margin-bottom:.25in;margin-left:0in;background:white">
<span style="font-size:11.0pt;font-family:"Aptos",sans-serif;color:black">The department should help the new hire locate an Authorized Representative when possible. UO Human Resources can help locate institutions near the new hire that can assist them with
completing the Form I-9 through <em><span style="font-family:"Aptos",sans-serif">CUPA’s I-9 Reciprocal Processing Consortium</span></em>. <o:p></o:p></span></p>
<p style="mso-margin-top-alt:.25in;margin-right:0in;margin-bottom:.25in;margin-left:0in;background:white">
<span style="font-size:11.0pt;font-family:"Aptos",sans-serif;color:black">Contact HR at 6-3159 or </span><span style="color:black"><a href="mailto:hrinfo@uoregon.edu"><span style="font-size:11.0pt;font-family:"Aptos",sans-serif">hrinfo@uoregon.edu</span></a></span><span style="font-size:11.0pt;font-family:"Aptos",sans-serif;color:black"> for
assistance locating a representative in the new employee's area, or do a search by zip code here:</span><span style="color:black"><a href="https://www.cupahr.org/knowledge-center/I-9-consortium/search/"><span style="font-size:11.0pt;font-family:"Aptos",sans-serif"> https://www.cupahr.org/knowledge-center/I-9-consortium/search/ </span></a></span><span class="MsoHyperlink"><span style="font-size:11.0pt;font-family:"Aptos",sans-serif;text-decoration:none">
</span></span><span style="font-size:11.0pt;font-family:"Aptos",sans-serif;color:red"><o:p></o:p></span></p>
<p style="mso-margin-top-alt:.25in;margin-right:0in;margin-bottom:.25in;margin-left:0in;background:white">
<span style="font-size:11.0pt;font-family:"Aptos",sans-serif;color:black">If a local institution can't be located on CUPA's site, then a notary can be an authorized representative by completing the </span><span style="color:black"><a href="https://pages.uoregon.edu/baoforms/bao_drupal_6/sites/ba.uoregon.edu/files/forms/I-9_Remote_Hire_Letter.pdf"><span style="font-size:11.0pt;font-family:"Aptos",sans-serif">Letter
to the Designated Authorized Representative</span></a></span><span style="font-size:11.0pt;font-family:"Aptos",sans-serif;color:black"><o:p></o:p></span></p>
<p class="MsoListParagraph" style="margin-bottom:12.0pt"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoListParagraph" style="margin-bottom:12.0pt;margin-left:0in;mso-list:l0 level1 lfo1">
<b>Staff relocating-</b> When an employee moves to another location, whether it is in state, out of state, between states, or to another city within a different state it needs to be reported immediately to the Payroll Services office to ensure proper tax withholding
and compliance. <b>Employees cannot self-report remote work.</b> The department needs to submit the Employee Working Outside Oregon web form found at:
<a href="https://ba.uoregon.edu/payroll/employee-working-outside-oregon">https://ba.uoregon.edu/payroll/employee-working-outside-oregon</a><span class="MsoHyperlink"><span style="color:windowtext;text-decoration:none"><o:p></o:p></span></span></li><li class="MsoListParagraph" style="margin-bottom:12.0pt;margin-left:0in;mso-list:l0 level1 lfo1">
<b>ESR-</b> Employee Separation Requests form is now available for all departments to use. You can go online to
<a href="https://hr.uoregon.edu/general-separation">https://hr.uoregon.edu/general-separation</a> for links to the form and training.<o:p></o:p></li></ul>
<p class="MsoNormal" style="margin-bottom:12.0pt"><o:p> </o:p></p>
<p class="MsoNormal"><i><span style="font-size:12.0pt">Reminders<o:p></o:p></span></i></p>
<p class="MsoNormal"><i><span style="font-size:12.0pt"><o:p> </o:p></span></i></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l2 level1 lfo3"><b>Terminations, LWOP, FTE Reductions, Retirement</b> – 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, retiring, going on leave without pay, or reducing their FTE before May 31, 2024. This includes salaried employees who terminated
prior to May 1, but also employees affected by insufficient paid leave hours to cover time off or separation paperwork that is just now being submitted.<br>
<br>
Our office would like to work with you in adjusting the employee's May pay to prevent an overpayment. Your prompt notification will prevent financial hardship for the employee. You may email
<a href="mailto:payroll@uoregon.edu">payroll@uoregon.edu</a>.<o:p></o:p></li></ul>
<p class="MsoNormal" style="margin-left:.5in"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="margin-bottom:12.0pt;mso-list:l2 level1 lfo3"><b>Help Us Go Paperless</b>- Did you know that not only can you request to have paperless earning statements via DuckWeb, but you can also request electronic W2s.
<o:p></o:p></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:.25in;margin-right:0in;margin-bottom:.25in;margin-left:0in;background:white">
<b><span style="font-family:"Aptos",sans-serif;color:black">Instructions for Electronic W-2 Consent via Duckweb:</span></b><span style="font-family:"Aptos",sans-serif;color:black"><o:p></o:p></span></p>
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<span style="font-family:"Aptos",sans-serif">Sign into Duckweb.<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l3 level1 lfo4;background:white">
<span style="font-family:"Aptos",sans-serif">Navigate to the “Employee Information” tab.<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l3 level1 lfo4;background:white">
<span style="font-family:"Aptos",sans-serif">Click “W-2 Wage and Tax Statement”.<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l3 level1 lfo4;background:white">
<span style="font-family:"Aptos",sans-serif">Click on the “Electronic Regulatory Consent” link.<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l3 level1 lfo4;background:white">
<span style="font-family:"Aptos",sans-serif">Check the “My Choice” box to consent to receive your W-2 electronically.<o:p></o:p></span></li><li class="MsoNormal" style="color:black;mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l3 level1 lfo4;background:white">
<span style="font-family:"Aptos",sans-serif">Click “Submit”. A confirmation will appear towards the top of the page.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><i><span style="font-size:12.0pt">Upcoming Events<o:p></o:p></span></i></p>
<p class="MsoNormal"><b><o:p> </o:p></b></p>
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<li class="MsoNormal" style="mso-list:l1 level1 lfo5"><b>Payroll Deadlines:<o:p></o:p></b></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="mso-list:l1 level2 lfo5">May 7- Payroll Document deadline<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l1 level2 lfo5">May 15 – EPAF deadline<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l1 level2 lfo5">May 21-23 – Time Entry Window<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l1 level2 lfo5">May 28 9am – Stop/Correct Pay Deadline<b><o:p></o:p></b></li><li class="MsoNormal" style="margin-bottom:12.0pt;mso-list:l1 level2 lfo5">May 31 – Payday<b><o:p></o:p></b></li></ul>
<li class="MsoNormal" style="mso-list:l1 level1 lfo5"><b>Trainings (Register in </b>
<a href="https://urldefense.com/v3/__https:/uomytrack.pageuppeople.com/learning/calendar__;!!C5qS4YX3!H2BYarUNQ8iQ-iYEa8ntZ2a4o4y12pJB9u9RH0FZtTsFW1qe5GKTqBnxSrmuLzXy5j2PPK06Ej7z2sFHQ3NcCJGK$"><b>MyTrack</b></a><b>):<o:p></o:p></b></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="mso-list:l1 level2 lfo5">May 7, 2024, 1:30pm-3:30pm – HRIS Overview<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l1 level2 lfo5">May 8, 2024, 1:30pm-4:30pm – HRIS Time Entry<b><o:p></o:p></b></li></ul>
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<p class="MsoNormal" style="margin-left:1.0in"><b><o:p> </o:p></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Thank you,<o:p></o:p></p>
<p class="MsoNormal">The Payroll Office<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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