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<div class="WordSection1">
<p class="MsoNormal">All,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">In case you’re not able to open the MCR Calendar link, pleases try the attachment above.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<p class="MsoNormal"><i><span style="font-size:12.0pt;font-family:"Constantia",serif;color:#1F497D">Thank you,
</span></i><i><span style="font-family:"Constantia",serif;color:#1F497D;mso-ligatures:none"><o:p></o:p></span></i></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Constantia",serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:9.0pt;mso-ligatures:none"><img width="190" height="39" style="width:1.9791in;height:.4062in" id="Picture_x0020_2" src="cid:image003.png@01DB7C79.1F6BD810"></span></b><span style="font-size:12.0pt;font-family:"Calibri",sans-serif"><o:p></o:p></span></p>
<p class="MsoNormal"><i><span style="font-size:12.0pt;font-family:"Constantia",serif;color:#1F497D">Mike Kasahun<o:p></o:p></span></i></p>
<p class="MsoNormal"><i><span style="font-size:12.0pt;font-family:"Constantia",serif;color:#1F497D">Interim Payroll Operations Manager<br>
Business Affairs<o:p></o:p></span></i></p>
<p class="MsoNormal"><i><span style="font-size:12.0pt;font-family:"Constantia",serif;color:#1F497D">PO Box 3237 / Eugene, OR 97403</span></i><i><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:white;background:#222222"><o:p></o:p></span></i></p>
<p class="MsoNormal"><i><span style="font-size:12.0pt;font-family:"Constantia",serif;color:#1F497D">Email:
<a href="mailto:mikek@uoregon.edu"><span style="color:blue">mikek@uoregon.edu</span></a></span></i><span style="font-size:12.0pt"><o:p></o:p></span></p>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<div>
<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b><span style="font-family:"Calibri",sans-serif;mso-ligatures:none">From:</span></b><span style="font-family:"Calibri",sans-serif;mso-ligatures:none"> payroll-bounces@lists.uoregon.edu <payroll-bounces@lists.uoregon.edu>
<b>On Behalf Of </b>BA Payroll Office News<br>
<b>Sent:</b> Monday, February 10, 2025 2:07 PM<br>
<b>To:</b> payroll@lists.uoregon.edu<br>
<b>Subject:</b> payroll: February 2025 Pay News<o:p></o:p></span></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>PayNews – February 2025<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:l2 level1 lfo1"><b>Payroll Deadlines:<o:p></o:p></b></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="mso-list:l2 level2 lfo1">February 12 – Payroll Document Deadline
<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l2 level2 lfo1">February 14 – EPAF deadline<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l2 level2 lfo1">February 19-21 – Time Entry Window<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l2 level2 lfo1">February 25, 9am – Stop/Correct Pay Deadline<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l2 level2 lfo1">February 28 – Payday <b><o:p></o:p></b></li></ul>
<li class="MsoNormal" style="mso-list:l2 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:l2 level2 lfo1">February 4, 2025, I-9 Employment Workshop - 10:00am-11:30am<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l2 level2 lfo1">February 5, 2025, HRIS Time Entry - 9:00am-12:00pm
<b><o:p></o:p></b></li><li class="MsoNormal" style="mso-list:l2 level2 lfo1">February 6, 2025, PHAREDS 10:00am- 12:00pm<o:p></o:p></li><li class="MsoNormal" style="mso-list:l2 level2 lfo1">February 13, 2025, HRIS EPAF 12pm-2pm<o:p></o:p></li><li class="MsoNormal" style="mso-list:l2 level2 lfo1">March 4, 2025, HRIS Overview 1:30pm-3:30pm<o:p></o:p></li><li class="MsoNormal" style="mso-list:l2 level2 lfo1">March 5, 2025, HRIS Time Entry 9am to noon<o:p></o:p></li><li class="MsoNormal" style="mso-list:l2 level2 lfo1">March 5, 2025, I-9 Employment Workshop - 10:00am-11:30am<o:p></o:p></li><li class="MsoNormal" style="mso-list:l2 level2 lfo1">March 6, 2025, HRIS EPAF – 10:00am-11:30am<o:p></o:p></li></ul>
</ul>
<p class="MsoNormal"><b><u><o:p><span style="text-decoration:none"> </span></o:p></u></b></p>
<p class="MsoNormal"><b><u>Oregon BOLI 35-day Rule:<o:p></o:p></u></b></p>
<p class="MsoNormal"><a name="_Hlk189485508">The Oregon Bureau of Labor and Industries (BOLI) enforces regulations on pay periods, requiring that employees be paid at least once every 35 days. This 35-day rule ensures that no employee goes longer than 35 days
without receiving pay. However, for hourly employees who start at the beginning of a pay period, it’s possible they may not receive their first paycheck until after 35 days.<o:p></o:p></a></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk189485508"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk189485508">For example, if an hourly employee begins work on January 16, their first paycheck wouldn't be issued until February 28, which would exceed the 35-day limit.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk189485508"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk189485508">If you have employees in this situation, it’s important to check with the employee to see if they need to be paid before the next scheduled payday. If they do, please coordinate with Central Payroll
to submit an MCR for the employee.<o:p></o:p></span></p>
<span style="mso-bookmark:_Hlk189485508"></span>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l1 level1 lfo2"><a name="_Hlk189485942"><b><u>Termination Pay</u></b></a><span style="mso-bookmark:_Hlk189485942">: As per BOLI regulations, termination pay must be processed on the employee's final workday. Delays in processing
this payment may result in penalties and interest. The final paycheck should include all outstanding amounts (e.g., vacation payout, differentials). To ensure timely processing,
<u>please submit an MCR to Payroll at least two days before the employee’s last day</u>. For any questions, reach out to
</span><a href="mailto:payroll@uoregon.edu"><span style="mso-bookmark:_Hlk189485942">payroll@uoregon.edu</span><span style="mso-bookmark:_Hlk189485942"></span></a><span style="mso-bookmark:_Hlk189485942">.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk189485942"><o:p> </o:p></span></p>
<p class="MsoNormal" style="text-indent:.25in"><span style="mso-bookmark:_Hlk189485942">Note: If a unit does not submit final pay before the employee's separation date, that unit may be liable for additional wages due after the separation date, until the final
paycheck is issued, as part of the civil penalty.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk189485942"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk189485942"><o:p> </o:p></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l3 level1 lfo3"><span style="mso-bookmark:_Hlk189485942"><b><u>PERS Retirement Date vs. Termination Date…What’s the Difference, does it matter?<o:p></o:p></u></b></span></li></ul>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk189485942">Having an incorrect termination date may delay an employee’s retirement with PERS, delay payment of their retirement pension benefits, and/or may impact the calculation of their Average Ending Salary
which is used in the calculation of their pension benefits. Employees always retire from PERS effective the first of a month. The employee’s last day of work (including leave taken) and termination date in Banner needs to be no later than the last day of
the month prior to the effective date of their PERS retirement. <i>For example: Joe states he is retiring from PERS on January 1, 2025 and will be submitting a resignation letter. Joe’s last workday (including leave taken) and termination date in Banner
needs to be no later than December 31, 2024. The last day and termination may be sooner than December 31<sup>st</sup>, it just needs to be on/or before December 31<sup>st</sup>. Example: Joe is a 9-month employee, their last day and termination date could
be December 15, 2024.<o:p></o:p></i></span></p>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk189485942"><i><o:p> </o:p></i></span></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l0 level1 lfo4"><span style="mso-bookmark:_Hlk189485942"><b>Staff relocating-</b></span><span style="mso-bookmark:_Hlk189485942"> If an employee relocates, whether in-state, out-of-state, between states, or internationally,
it must be reported immediately to Payroll Services to ensure correct tax withholding and compliance. Departments must submit the
<i>Employee Working Outside Oregon</i> web form at: </span><a href="https://ba.uoregon.edu/payroll/employee-working-outside-oregon" target="_new"><span style="mso-bookmark:_Hlk189485942">Employee Working Outside Oregon</span><span style="mso-bookmark:_Hlk189485942"></span></a><span style="mso-bookmark:_Hlk189485942">.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span style="mso-bookmark:_Hlk189485942"><o:p> </o:p></span></p>
<span style="mso-bookmark:_Hlk189485942"></span>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l3 level1 lfo3"><b>Retro pays</b>- When processing retro payments or adjustments, payroll will now use shift codes A-L to represent the months being retroactively paid or collected. This will help identify the specific
month each payment corresponds to.<o:p></o:p></li><ul style="margin-top:0in" type="circle">
<li class="MsoNormal" style="mso-list:l3 level2 lfo3">January – A<o:p></o:p></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3">February – B<o:p></o:p></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3">March – C <o:p></o:p></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3">April – D<o:p></o:p></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3">May – E<o:p></o:p></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3">June – F<o:p></o:p></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3">July – G<o:p></o:p></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3">August – H<o:p></o:p></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3">September – I<o:p></o:p></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3">October – J<o:p></o:p></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3">November – K<o:p></o:p></li><li class="MsoNormal" style="mso-list:l3 level2 lfo3">December – L<o:p></o:p></li></ul>
<li class="MsoNormal" style="mso-list:l3 level1 lfo3"><b>Manual Check Requests (MCR).</b> We would like to inform you, MCR processing has changed from 5 days a week to 3 days a week. (Excluding termination pays) We will continue to process checks promptly,
and we appreciate your understanding as we make this adjustment. The 2025 payroll calendar is attached for reference.
<o:p></o:p></li></ul>
<p class="MsoNormal"><span style="mso-ligatures:none"><img border="0" width="101" height="66" style="width:1.052in;height:.6875in" id="Picture_x0020_1" src="cid:image002.png@01DB7C79.7A670320"></span><o:p></o:p></p>
<ul style="margin-top:0in" type="disc">
<li class="MsoNormal" style="mso-list:l3 level1 lfo3"><b>W-4 Exemption Form 2025.
</b>Employees who filed exempt on their W-4s must submit a new form by <b>February 12, 2025</b> if they wish to continue claiming exempt for 2025.<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:l3 level1 lfo3"><b>W-2 Availability. </b>W2s are available via Duckweb.<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"><b><i>Reminders<o:p></o:p></i></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>Terminations, LWOP, FTE Reductions, Retirement: </b>If you know of any employees terminating, retiring, going on leave without pay, start date change, or reducing FTE before
<b>February 25th,</b> please notify Payroll immediately. This includes salaried employees who have terminated before
<b>March 1</b> or those impacted by insufficient paid leave or delayed separation paperwork. Early notification helps avoid overpayments and ensures accurate
<b>February</b> pay.<o:p></o:p></p>
<p class="MsoNormal">Thank you for your attention to these important matters and for your continued support. If you have any questions, please don’t hesitate to contact us at
<a href="mailto:payroll@uoregon.edu">payroll@uoregon.edu</a>.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Best regards,<br>
The Payroll Office<o:p></o:p></p>
<p class="MsoNormal"><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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