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<p class="MsoNormal"><b>PayNews – December 2024<o:p></o:p></b></p>
<p class="MsoNormal"><b><o:p> </o:p></b></p>
<p class="MsoNormal"><b><i>Upcoming Events<o:p></o:p></i></b></p>
<p class="MsoNormal"><b><o:p> </o:p></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l1 level1 lfo1"><b>Payroll Deadlines:<o:p></o:p></b></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="mso-list:l1 level2 lfo1">December 6 – Payroll Document Deadline
<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l1 level2 lfo1">December 13 – EPAF deadline<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l1 level2 lfo1">December 18-20 – Time Entry Window<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l1 level2 lfo1">December 24, 9am – Stop/Correct Pay Deadline<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l1 level2 lfo1">December 31 – Payday <b><o:p></o:p></b></li></ul>
<li class="MsoNormal" style="mso-list:l1 level1 lfo1"><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 lfo1">December 3, 2024, I-9 Employment Workshop - 10:00am-12:00pm<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l1 level2 lfo1">December 3, 2024, HRIS Overview - 1:30pm-3:30pm
<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l1 level2 lfo1">December 4, 2024, HRIS Time Entry - 9:00am-12:00pm
<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l1 level2 lfo1">December 5, 2024, HRIS Payroll Redistribution (PHAREDS) - 10:00am-11:30am<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l1 level2 lfo1">January 7, 2025, I-9 Employment Workshop - 10:00am-11:30am<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l1 level2 lfo1">January 7, 2025, HRIS Overview – 1:30pm-3:30pm<o:p></o:p></li><li class="MsoNormal" style="mso-list:l1 level2 lfo1">January 8, 2025, HRIS Time Entry - 9:00am-12:00pm
<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l1 level2 lfo1">January 8, 2025, HRIS EPAF – 10:00am-11:30am<o:p></o:p></li></ul>
<li class="MsoNormal" style="mso-list:l1 level1 lfo1"><b>Payroll Office closure<o:p></o:p></b></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="mso-list:l1 level2 lfo1">The Thompson University Center will be closed from December 23<sup>,
</sup>2024 to January 3, 2025. If you wish to see someone in person during this time, you will need to make an appointment. Staff will still be working remotely during this time.
<o:p></o:p></li></ul>
</ul>
<p class="MsoNormal"><b><o:p> </o:p></b></p>
<p class="MsoNormal"><b><i><o:p> </o:p></i></b></p>
<p class="MsoNormal"><b><i>END OF THE YEAR Reminder W2s!<o:p></o:p></i></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l2 level1 lfo2">Sign into Duckweb.<o:p></o:p></li><li class="MsoNormal" style="mso-list:l2 level1 lfo2">Navigate to the “Employee Information” tab.<o:p></o:p></li><li class="MsoNormal" style="mso-list:l2 level1 lfo2">Click “W-2 Wage and Tax Statement”.<o:p></o:p></li><li class="MsoNormal" style="mso-list:l2 level1 lfo2">Click on the “Electronic Regulatory Consent” link.<o:p></o:p></li><li class="MsoNormal" style="mso-list:l2 level1 lfo2">Check the “My Choice” box to consent to receive your W-2 electronically.<o:p></o:p></li><li class="MsoNormal" style="mso-list:l2 level1 lfo2">Click “Submit”. A confirmation will appear towards the top of the page.
<o:p></o:p></li></ul>
<p class="MsoNormal"><b><i>Updates<o:p></o:p></i></b></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l0 level1 lfo3">There is a new SEF (Student Employment Form), please start using the new forms. The supervisor and job title are now required. Please go to our website and get the updated document.
<a href="https://ba.uoregon.edu/payroll/payroll-administration/reports-and-forms">
https://ba.uoregon.edu/payroll/payroll-administration/reports-and-forms</a><u>. </u>
<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="mso-list:l0 level2 lfo3">SEF form is going to be phased out, all Student New hires must be done via EPAF<o:p></o:p></li></ul>
<li class="MsoNormal" style="mso-list:l0 level1 lfo3">Payroll is phasing out the Direct Deposit forms. Please forward the instructions on how to set up Direct Deposit via Duckweb. Pay admins please help them if they need it. Starting in January 2025, Payroll
will no longer be accepting paper direct deposit forms. All Direct deposit updates must be done through Duckweb<o:p></o:p></li><li class="MsoNormal" style="mso-list:l0 level1 lfo3"><b><u>UO-NRA Form (Yearly Renewal for International Employees)</u></b> - <span lang="EN">At the beginning of each year, international employees are required to complete a UO-NRA form (Foreign National Data
Request form) and provide the UO Payroll Office with copies of supporting documents. The UO-NRA form and supporting documents are only used by UO Payroll to determine appropriate tax withholding/exemption by reviewing an employee’s Visa status, residency,
and substantial presence. The UO Payroll Office will be emailing international employees in the next couple of weeks to inform them of this process and the documents required. <b>The UO-NRA form and supporting documents are due in the Payroll Office by January
8, 2025. </b>We appreciate everyone’s support in this important mandatory process! More information can be found on Payroll’s website. </span>Questions can be directed to
<a href="mailto:payroll@uoregon.edu">payroll@uoregon.edu</a>. <o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l0 level1 lfo3">This is a friendly reminder to use the
<a href="https://hr.uoregon.edu/workers-compensation-ncci-class-code-guide">Workers Compensation NCCI Class Code Guide</a> when assigning codes to temporary, graduate, student employees, or stipend positions. The guide helps you determine the correct class
codes are chosen based on the position description. Accurate class code assignment is crucial for the University’s Workers’ Compensation audit, as the class code determines the premium. For all other employees, codes are assigned centrally when a new position
is created. <o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><i>Reminders<o:p></o:p></i></b></p>
<p class="MsoNormal"><i><o:p> </o:p></i></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l2 level1 lfo2"><b>Student Terminations</b> – Can be done in OnBase (DuckDocs) using the Employee Separation Request (ESR)!<o:p></o:p></li><li class="MsoNormal" style="mso-list:l2 level1 lfo2"><b>Direct Deposit Set-up – </b>
Log in to DuckWeb and set up direct deposit through your employee dashboard. <o:p>
</o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="mso-list:l2 level2 lfo2"><b>Be sure to check Payroll Direct Deposit.</b>
<o:p></o:p></li><ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="mso-list:l2 level3 lfo2">Many employees only set up “Employee Reimbursement and Student Account refunds” section. This is
<b>NOT </b>for your paycheck.<o:p></o:p></li><li class="MsoNormal" style="mso-list:l2 level3 lfo2">We are phasing out the Direct Deposit form, please help your employees set up their Direct Deposit via DuckWeb<o:p></o:p></li></ul>
</ul>
<li class="MsoNormal" style="mso-list:l2 level1 lfo2"><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 December 22, 2024. This includes salaried employees
who terminated prior to December 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 Decembers 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>. If time entry has opened, please send notification via teams.<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l2 level1 lfo2"><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><li class="MsoNormal" style="mso-list:l2 level1 lfo2"><b>Stipends</b> that are past due will be processed the month it is received by the payroll office and will payout during with the current month payroll. For example, the Payroll processing window for October
payroll is September 25– October 27. If we process a stipend on 29 September, it has missed September payroll window and will be processed for October payroll.
<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l2 level1 lfo2">We are moving to a centralized inbox,
<a href="mailto:payroll@uoregon.edu">payroll@uoregon.edu</a>. Please help us transition to this new system.
<b>Do not CC individual pay specialist</b> moving forward, all incoming email should go to the
<a href="mailto:payroll@uoregon.edu">payroll@uoregon.edu</a> mailbox and will be rerouted to the individual for processing. CCing individuals in the office creates duplicate emails.<o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="mso-list:l2 level2 lfo2">If you have emailed and have not gotten a response in 5 business days, please teams message or call our office to ensure we have made necessary corrections.<o:p></o:p></li><ul style="margin-top:0in" type="square">
<li class="MsoNormal" style="mso-list:l2 level3 lfo2">Do not send a follow up email. This clogs up our email and can cause confusion.<o:p></o:p></li></ul>
<li class="MsoNormal" style="mso-list:l2 level2 lfo2">Individual Pay Specialist will no longer be monitoring their individual email for pay issues.
<o:p></o:p></li></ul>
</ul>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l2 level1 lfo2">If you are emailing about remote work, taxes or compliance issues please email
<a href="mailto:uopayroll@uoregon.edu">uopayroll@uoregon.edu</a> <o:p></o:p></li></ul>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></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>
<p class="MsoNormal"><o:p> </o:p></p>
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