Payroll Services

Payday is Tuesday, December 31st - valid photo ID required for check pickup. Unclaimed November checks were mailed on December 11th.

What we do:

Payroll Services is dedicated to processing accurate and timely compensation for all faculty, staff, and student employees.  We ensure compliance with university guidelines, collective bargaining agreements, and federal and state laws related to Payroll.  In addition, we are committed to providing quality and courteous customer service to all employees.

Other Services:

Assistance with tax withholding forms, direct deposit, and payroll deductions.
Processes off-cycle paychecks, payroll advances, and payroll related adjustments.
Issues tax forms W-2 and 1042s (Payroll Only)
Non-Resident Alien taxation for employees
Garnishments
HRIS Training related to Payroll

Payroll Calendar and Deadlines

Paydays
Payday is always the last business day of the month. The 2019 Payroll Calendar is below:
 
Payroll Calendar 2019
Month Payday
January 31
February 28
March 29
April 30
May 31
June 28
July 31
August 30
September 30
October 31
November 27
December 31
Payroll Deadlines

2019 Payroll Deadlines

Month

Payroll Doc Deadline

EPAF Submission Deadline

Time Entry Window

Stop and 

Correct Pay Deadline:

10 A.M.

Standard Hours

Working Days

Pay Day

Jan

8

16

22 - 24

28

184

23

31

Feb

8

13

19 - 21

25

160

20

28

Mar

7

15

20 - 22

26

168

21

29

Apr

8

16

19 - 23

25

176

22

30

May

8

16

21 - 23

28

184

23

31

Jun

10

14

19 - 21

25

160

20

28

Jul

9

17

22 - 24

26

184

23

31

Aug

8

16

21 - 23

27

176

22

30

Sep

10

16

19 - 23

25

168

21

30

Oct

8

17

22 - 24

28

184

23

31

Nov

8

13

18 - 20

22

168

21

27

Dec

9

13

18 - 20

26

176

22

31

Payroll Deadlines

FAQs

Payroll-Related News

[06/21/2018] Payroll Bulletin: Transit Tax

New statewide transit tax takes effect July 1

The UO payroll office will automatically withhold the tax

 
A transportation bill passed during the 2017 legislative session includes a new statewide transit tax. Starting July 1, all Oregon employers are required to withhold one-tenth of 1 percent (.001) of their employee’s wages.
Employees are subject to this tax if they fall into one of two categories:
  • Oregon residents (regardless of where the work is performed)
  • Nonresidents who perform services in Oregon
There is no action required by UO employees. The payroll office will automatically begin withholding this tax from all pay events that occur on or after July 1.

Important Transit Tax Information

  • Employees who aren't subject to regular income tax withholding due to high exemptions, wages below the threshold for income tax withholding, or other factors are still subject to statewide transit tax withholding.
  • Revenue from the statewide transit tax will go into the Statewide Transportation Improvement Fund to finance investments and improvements in public transportation services, except for those involving light rail.
  • Additional information can be found on the Oregon Department of Transportation Website.
 

Please contact the payroll office at 541-346-3151 or payroll@uoregon.edu if you have questions.

[03/02/2018] Payroll Bulletin: Tax Withholding

Give Your Paycheck a Checkup

Payroll recommends employees review tax withholding on their paychecks
following the implementation of a new tax law.

 
The Tax Cuts and Jobs Act passed by the federal government in December of 2017 made changes to tax rates and brackets, which impact withholding taxes applied to paychecks.
Using the following steps, evaluate your paycheck withholdings to ensure that the right amount of tax is withheld from your paycheck based on your personal circumstances:
  1. Use the IRS Withholding Calculator.
  2. Submit a new Form W-4, if needed.

IRS Withholding Calculator

Use the IRS Withholding Calculator to evaluate the amount of payroll taxes currently withheld from your paycheck.

Plan Ahead: Tips for Using the Calculator

  • Gather your most recent pay stub.
  • Have your most recent tax return handy, preferably your 2017 return, if completed.
    Information on that return can help you estimate income and other items for 2018. Please keep in mind the new tax law made significant changes to itemized deductions.
  • Results are only as accurate as the information entered. 
    If your circumstances change during the year, come back to the calculator to make sure your withholding is still correct.
  • You will not be asked for personally-identifiable information such as name, Social Security Number, address, or bank account numbers. 
    The IRS does not save or record the information entered on the calculator. As always, watch out for tax scams, especially via email or phone calls, and be especially alert to cybercriminals impersonating the IRS. The IRS does not send emails related to the calculator or the information entered.

Form W-4

Use the results of the Withholding Calculator to determine if you should complete a new Form W-4 to make changes to your tax withholding on your paycheck.
If you need to complete a new Form W-4:
  • Use the information provided from the calculator to complete a new Form W-4.
    There is no need to complete the worksheets that accompany Form W-4 if the calculator is used.
    As a general rule, the fewer withholding allowances you enter on Form W-4, the higher your tax withholding will be.
  • Submit your new form to the Payroll Office as soon as possible.
    The Payroll Office is located on the second floor of the Thompson University Center at 720 E. 13th Ave. 
You can use the Net Pay Calculator on the Business Affairs website to see how changes on your Form W-4 will impact your net pay
 
 

Additional Resources

Additional Information can be found on the IRS website and in the following two documents:
If you have questions, you may contact the Payroll Office at (541) 346-3151. However, payrollrepresentatives cannot give tax advice. Contact a professional tax preparer for consultation related to your individual tax questions.
[02/16/2018] 2018 Payroll Updates

2018 UO Payroll Updates

W-2s: 2017 Electronic W-2s were made available on DuckWeb on Friday, January 26. For those that did not consent to receive their W-2s electronically, paper W-2s began to be mailed out on Friday, January 26. The IRS has put together a website with helpful information for preparing to file for 2017: https://www.irs.gov/individuals/steps-for-tax-filing-season.

Address Corrections or Updates

-       Paycheck / W-2:  Current and former employees may update their mailing address on DuckWeb, by sending an email to Jay Butler at jbutler7@uoregon.edu, or by stopping by the Payroll Office on the 2nd Floor of the Thompson University Center. 

-       Benefit Address with PEBB: To update your address in the benefits system, go on-line to http://pebb.das.state.or.us/ or send an email to HR staff:  Lynn Petersen at lynnp@uoregon.edu or to Kathryn Daniel at kdaniel@uoregon.edu.

-       Public Employee Retirement System: Send email to payroll staff: Jay Butler at jbutler7@uoregon.edu or Cindy Huie at chuie@uoregon.edu.  PERS does not update the address of active members.

Minimum Wage: Oregon’s minimum wage was increased on July 1, 2017 to $10.25 per hour. It will increase again on July 1, 2018. There are three regional minimum wage rates and you can view the details on BOLI’s website here: http://www.oregon.gov/boli/WHD/OMW/Pages/Minimum-Wage-Rate-Summary.aspx.

Tax Withholding (U.S. Citizens and Residents): If you claimed exempt on your W-4 in 2017 and wish to continue exempt status in 2018, you must re-file by February 15, 2018 to retain this status. Since the IRS has yet to release a 2018 version of the W-4, you will need to use the 2017 version and cross out the year and write in 2018.

Tax Withholding (International Employees)

-       UO-NRA Form: All international employees, except those that are considered residents for tax purposes, must submit an updated non-resident alien tax information form (UO-NRA) to the Payroll Office in January each year. The deadline this year was January 12.  If you did not receive the renewal notice, you may view the instructions on the BAO website at https://ba.uoregon.edu/content/annual-renewal. For questions, email Payroll at gepayroll@uoregon.edu. Providing current visa/residency status information each year to the university is a condition of employment.  The information provided allows the Payroll Office to determine appropriate U.S. tax withholding status.

-       1042-S and W-2 Forms: For those claiming tax treaty exemptions, the 1042-S forms were mailed out at the beginning of February. Please note that some international employees will receive both W-2 and 1042-S forms when income exceeds the tax treaty exemption limit.

-       Electronic / Paper I-94 Forms:   When arriving via air / sea, international employees can obtain a copy of the Electronic Admission Record (I-94) from the U.S. Customs and Border Protection (CBP) website at https://i94.cbp.dhs.gov.  When arriving by land, the paper form is issued at the border.

Enroll/Update Direct Deposit Information On-Line: Enjoy the convenience of direct deposit and have your paycheck and accounts payable payments such as travel reimbursements or scholarship stipends deposited directly into your checking or savings account. You may enroll or make changes in DuckWeb, or download the Direct Deposit Form from the Business Affairs website at http://pages.uoregon.edu/baoforms/bao_drupal_6/sites/ba.uoregon.edu/files/forms/dda.pdf.  Notify the Payroll Office or make changes on DuckWeb by the 22nd of the month for changes to your banking information to take effect for Payday.

Paperless Earnings Statements: To go paperless and view earnings statements on-line, direct depositors will need to uncheck the box in the Earnings Statement window found in the Employee Information Section of DuckWeb.  Direct depositors and those receiving a paper check may view and print current and prior year earnings statements at any time from DuckWeb.  When printing from a Macintosh computer, the DuckWeb print option works successfully from Safari; in Firefox, preferences must be set to Adobe Reader.

Social Security Wage Base: The Social Security wage base will increase to $128,400 in 2018, increased from $127,200.

Medicare Tax: As in prior years there is no limit to the wages subject to the Medicare tax; all covered wages are subject to a 1.45% tax.  The additional Medicare tax of 0.9 percentage applies to wages in excess of $200,000 for individual taxpayers and $250,000 for married taxpayers filing jointly. The deduction code, TMA-Medicare Tax- Additional, will appear on all earnings statements for unclassified employees. 

Tax Deferred Investments: The IRS has announced that the 403(b) and 457 tax-deferred annuity maximum contribution is increasing for 2018. Employees may tax defer up to $18,500 in the Tax Deferred Investment (TDI) program and the Oregon Saving Growth Plan (OSGP). Employees age 50 or older may increase this amount by an additional $6,000 for a total of $24,500 in each program. Forms may be found at http://www.opurp.org/tdi.

2018 Benefit Plan Selections: The December earnings statement reflects changes benefit-eligible employees made to their benefit package during open enrollment, with the exception of changes in life insurance which require approval by the Standard Insurance Company. Please examine your earning statement closely to ensure that you have the coverage and the plans you intended. If you discover an error, contact the campus benefits office at (541) 346-3085 as soon as possible.

Remember that insurance benefits are paid in advance, so January's premiums are paid in December. However, Flexible Spending Account deductions are based on the calendar year, with the first deduction taken in January. The deduction code, PIH - Pebb Incentive for HEM, is a negative deduction, or credit to employees who participate in the (HEM) Health Enhancement Model.  Amount paid: $17.50 for Employee.

Note: This document is also available as a PDF on the UO Business Affairs website athttp://pages.uoregon.edu/baoforms/bao_drupal_6/sites/ba.uoregon.edu/files/2018payrollupdates.pdf

[12/20/2017] Sign up Now to Receive W-2 Electronically

Sign up for an ELECTRONIC W-2 (on DuckWeb)
Ø       Get your W-2 electronically, before paper W-2’s are mailed out
Ø       Save a tree by not receiving a paper W-2 (the electronic W-2’s are official W-2’s)
Ø       Get entered into a drawing for being one of the first paperless W-2 recipients.  Prizes include men’s basketball tickets, hats, and many, many more great surprises

The time is approaching for Form W-2 to be sent to UO employees.  If you would like to receive your W-2 form electronically, sign up by January 10th on DuckWeb.  You will be able to see your W-2 form before those who receive a paper form.   DuckWeb can be accessed at: https://duckweb.uoregon.edu           

To sign up to receive your W-2 electronically, simply navigate to the “Employee Information” tab in the DuckWeb portal, select “Tax Information” and choose the “Electronic Regulatory Consent” link.  Then check the “My Choice” box to consent to receive the W-2 electronically and click “Submit”.  A confirmation will appear towards the top of the page “Electronic Statement consent was submitted successfully”.  Once you enroll, you will continue to receive future W-2’s electronically unless you withdraw your consent.

An announcement will be sent out prior to January 31st when W-2’s are complete and available in DuckWeb.  Once W-2’s are available, choose “W-2 Wage and Tax Statement” in the Tax Information menu, select the correct Tax Year and University of Oregon from the Employer drop down menu and click “Display”.  You will be able to view the W-2 information or click the “Printable W-2” to print an official version of your W-2.

If you do not consent to receive your W-2 electronically, your W-2 will be mailed by January 31st to the mailing address on file.  Please make sure that your mailing address is up to date to ensure that the paper form is mailed to the proper address.

Please note, this service is NOT available for form 1042-S.

Thank you,
Payroll Office
(541)346-3151

Payroll Services

payroll@uoregon.edu
Questions: 541-346-3151
Payroll (Fax): 541-346-1109

Position Name Email Phone Functions
Director Shelby Cooper shelbyc@uoregon.edu 541-346-3092
Payroll Operations Manager Ben Kane bkane@uoregon.edu 541-346-1084 Map pin
GE Payroll Specialist Keri Bartow kbartow1@uoregon.edu 541-346-1101

GE Payroll

Senior Payroll Accountant Eric Bever ebever@uoregon.edu 541-346-0839
Retirement Payroll Specialist Jay Butler jbutler7@uoregon.edu 541-346-1126

W-4s, Direct Deposits, Address Change, Retirement

Work Study Payroll Specialist Austin Doerksen adoerkse@uoregon.edu 541-346-1108

Off-Campus Work-Study

Map pin
Foreign National Specialist Erin Driscoll erinlynn@uoregon.edu 541-346-1122

Foreign National Tax, Social Security No.,Name Change

Academic Payroll Specialist Chad Hartvigsen chadh@uoregon.edu 541-346-1106

Academic Payroll

Academic Pay/Retirement Specialist Cindy Huie chuie@uoregon.edu 541-346-1132

Academic Payroll, Retirement, Foreign National Tax

Student Payroll Specialist Mike Kasahun mikek@uoregon.edu 541-346-1121

Student Payroll

Payroll Accountant Cathy McDermond cathy1@uoregon.edu 541-346-3148

Payroll Accounting

Classified Payroll Specialist Mindy Schmidling mindy@uoregon.edu 541-346-2960

Classified/Temporary Payroll