Payroll Services

Payday is Thursday, June 30th 2022. May checks were mailed to the mailing address on file on May 27th 2022.

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.

UKG Ready Time and Attendance Expansion Project

UKG Ready Time and Attendance Expansion Project

Other Services:

Processing off-cycle paychecks, payroll advances, and payroll related adjustments
Issuing 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 2022 Payroll Calendar is below:
 
Payroll Calendar 2022
Month Payday
January 31
February 28
March 31
April 29
May 31
June 30
July 29
August 31
September 30
October 31
November 30
December 30
Payroll Deadlines

2022 Payroll Deadlines

Month

Payroll Doc Deadline

EPAF Submission Deadline

Time Entry Window

Stop and 

Correct Pay Deadline:

9 A.M.

Standard Hours

Working Days

Pay Day

Jan

7

14

20 - 24

26

168

21

31

Feb

7

14

17 - 21

23

160

20

28

Mar

7

17

22 - 24

28

184

23

31

Apr

7

15

20 - 22

26

168

21

29

May

6

16

19 - 23

25

176

22

31

Jun

7

16

21 - 23

27

176

22

30

Jul

8

15

20 - 22

26

168

21

29

Aug

5

17

22 - 24

26

184

23

31

Sep

8

16

21 - 23

27

176

22

30

Oct

7

17

20 - 24

26

168

21

31

Nov

7

14

17 - 21

23

176

22

30

Dec

6

13

16 - 20

22

176

22

30

HRIS Deadlines

Payroll-Related News


5/6/2022 - PayNews Monthly - May 2022

Reminders

  • May Triple Spreadsheets Due Wednesday May 11: Spreadsheets for employees who should not be tripled are due by Wednesday, May 11th, 2022. Please review the information regarding the May Triple Deduction process on the Business Affairs website: https://ba.uoregon.edu/payroll/may-triple-deduction. The spreadsheets should be emailed to lisaknox@uoregon.edu. If you would like a list of your employees that will be tripled, please contact Lisa Knox at lisaknox@uoregon.edu with the Timesheet Orgs that you have access to.
  • PERS Annual Statements: The 2021 PERS annual statements will be mailed out shortly and employees should receive them near the end of the month. If you have employees whose PERS statements were sent to out of date addresses, please have the employees contact Jay Butler, jbutler7@uoregon.edu, in the Payroll office to update their address with PERS.

Upcoming Events

  • Payroll Deadlines:
    • May 16th – May EPAF Submission Deadline
    • May 19th-23rd – May Time Entry
    • May 25th, 9am – May Stop and Correct Pay Deadline
    • May 31st – May Payday
  • Trainings (Register in MyTrack):
    • May 11th, 1:30pm-4:30pm – HRIS Time Entry
    • June 7th, 1:30pm-3:30pm – HRIS Overview
    • June 8th, 10:00am-11:30am – I-9 Employment Eligibility Workshop
    • June 8th, 1:30pm-4:30pm – HRIS Time Entry
    • June 9th, 10:00am-12:00pm – HRIS Payroll Redistributions (PHAREDS)
    • HRIS Electronic Approvals (EPAF) training should be scheduled with Cathy McDermond (cathy1@uoregon.edu)

Thank you,

The Payroll Office

2022 Payroll Updates

W-2s

Electronic 2021 W-2s are available on DuckWeb for all employees. If you cannot recall your PAC to sign in to DuckWeb you can contact HR at 541-346-3259 or via email at hrinfo@uoregon.edu to get your PAC reset. For those that did not consent to receive their W-2s electronically, paper W-2s were mailed out during the week of January 24, 2022. The IRS has put together a website with helpful information for preparing to file: https://www.irs.gov/individuals/steps-to-take-now-to-get-a-jump-on-next-years-taxes.
 

Address Corrections or Updates

  • Paycheck / W-2: Current and former employees may update their mailing address on DuckWeb or by sending an email to Jay Butler at jbutler7@uoregon.edu.
  • Public Employee Retirement System: Send an email to payroll staff: Jay Butler at jbutler7@uoregon.edu or Cindy Huie at chuie@uoregon.edu. PERS does not update the addresses of active members.
     

Minimum Wage

Oregon’s minimum wage was increased on July 1, 2021 and will increase again on July 1, 2022. The current rate in Lane County is $12.75 per hour. There are three regional minimum wage rates, and you can view the details on BOLI’s website: https://www.oregon.gov/boli/workers/pages/minimum-wage.aspx.

Tax Withholding (U.S. Citizens and Residents)

If you claimed Exempt status on your Federal and/or Oregon W-4 in 2021 and wish to continue Exempt status in 2022, you must re-file by the deadline of February 15, 2022. The IRS has released the 2022 Form W-4 and it continues the redesigned version first released for 2020. They have put together some FAQs regarding the redesign: https://www.irs.gov/newsroom/faqs-on-the-2020-form-w-4. The Oregon Department of Revenue (ODOR) has released a 2022 OR-W-4 that employees can complete to change their Oregon state income tax withholding for 2022. Employees are encouraged to use Oregon’s Withholding Calculation Worksheet (https://www.oregon.gov/DOR/programs/individuals/Pages/withholding-calculator.aspx) and submit an OR-W-4 if changes to filing status and/or allowances are needed. To claim Exempt from Oregon state income tax withholding, you will need to complete an OR-W-4 and submit it to the Payroll Office by the deadline.  Please read through the Oregon Withholding Instructions included with the OR-W-4 if you have any questions.

Tax Withholding (International Employees)

  • UO-NRA Form: All international employees, except those that are considered residents for tax purposes and are not claiming a tax treaty, 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 7. If you did not receive the renewal notice, you may view the instructions on the Business Affairs website: https://ba.uoregon.edu/content/annual-renewal. For questions, email Payroll at erinlynn@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 / W-2 Forms: For those claiming tax treaty exemptions, the 1042-S forms were mailed out during the week of January 24, 2022. Please note that all employees receiving a 1042-S form will also receive a W-2.
  • 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: https://i94.cbp.dhs.gov. When arriving by land, a paper form is issued at the border.

Enroll / Update Direct Deposit Information Online

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: http://pages.uoregon.edu/baoforms/bao_drupal_6/sites/ba.uoregon.edu/files/forms/dda.pdf. Notify the Payroll Office by emailing Jay Butler at jbutler7@uoregon.edu or make changes on DuckWeb by the 22nd of the month in order for those banking changes to be in effect for that month’s Payday.

Paperless Earnings Statements

To go paperless and view Earnings Statements online, direct depositors will need to change the radio button option 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 Mac, the DuckWeb print option works successfully in Safari; in Firefox, preferences must be set to Adobe Reader.

Social Security Wage Base

The Social Security wage base will increase to $147,000 in 2022, an increase from $142,800 in 2021. As in prior years, the Social Security tax rate is 6.20%.

Medicare Tax

As in prior years, there is no limit to the wages subject to Medicare tax (1.45%). An additional Medicare tax of 0.9% 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 faculty and OA employees, even if no additional Medicare Tax is withheld.

Tax Deferred Investments

The IRS has announced that the 403(b) and 457 tax-deferred annuity maximum contribution has increased to $20,500 for 2022 (up from $19,500 in 2021 and 2020). Employees may tax defer up to $20,500 each 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 $6,500 for a total of $27,000 in each program. Forms may be found at http://www.opurp.org/tdi.

2022 Benefit Plan Selections

Benefit premiums are deducted in advance, so changes that benefit-eligible employees made to their benefit package during open enrollment, with the exception of Flexible Spending Account (FSA) deductions, will be reflected on their December earnings statement.  FSAs are not deducted in advance so employees won’t see those changes until their January earnings statement.

Please examine your earnings statement closely to ensure that you have the coverage and the plans you intended.  If you discover an error, contact the Benefits Office at (541) 346-3085 as soon as possible.

Note: This document is also available as a PDF on the Business Affairs website at http://pages.uoregon.edu/baoforms/bao_drupal_6/sites/ba.uoregon.edu/files/2022payrollupdates.pdf

 

2020 Federal W-4 Information

Changes to W-4 for 2020

 

The Internal Revenue Service (IRS) has made several changes to the 2020 Federal Form W-4, Employee’s Withholding Certificate.  The new form has replaced withholding allowances with a five-step process for determining withholding.

 

The IRS has provided the following guidance:

  • Employees hired before 2020 are not required to submit a new 2020 Form W-4.  Withholding will continue based upon your previously submitted valid W-4.
  • Employees hired before 2020 who wish to adjust their withholding after January 1, 2020 must use the 2020 form.
  • Employees hired on or after January 1, 2020 will be required to use the new forms.
  • Employees hired on or after January 1, 2020 who do not submit a valid W-4 form will be treated as Single with no adjustments.

 

IMPORTANT - Please note that the Payroll Office cannot provide individual guidance on the completion of the new W-4 or any related tax implications.  We recommend you contact a tax consultant with any questions you may have.

Additional Information

Before completing the 2020 Form W-4, it is very important to read the instructions that are included with the form. You must complete Steps 1 and 5. Steps 2, 3, and 4 are optional, but completing them will help ensure that your federal income tax withholding will more accurately match your tax liability. Step 1 is for your personal information and filing status; Step 2 is for employees who have more than one job or are married filing jointly with a working spouse; Step 3 is used to claim tax credits for dependents; Step 4 is for other adjustments (additional income such as interest and dividends, itemized deductions that exceed the standard deduction, and extra tax you want withheld); and Step 5 is where you sign the form.

 

Exemption from withholding

An employee may claim exemption from withholding in 2020 if:

  • They had no federal tax liability in 2019
  • They expect to have no federal income tax liability in 2020.

To claim exemption from withholding:

  • Write Exempt on Form W-4 in the space below Step 4(c)
  • Complete Steps 1a, 1b and 5
  • Do not complete any other steps

 

Nonresident Alien (NRA)

The 2020 Form W-4 instructions advises an NRA to view Notice 1392, Supplemental Form W-4 Instructions for Nonresident Aliens, before completing the 2020 Form W-4.

 

Additional Resources

2020 W-4

2020 Federal Withholding Calculator

IRS FAQ’s

Publication 15-T

Notice 1392

IRS VITA Tax Help Locator (Free)

IRS Professional Tax Help Locator (Paid)

2020 Oregon W-4 Information

2020 Oregon OR-W-4

In the past, most Oregon employees used the federal Form W-4 for Oregon income tax withholding purposes.  However, beginning January 1, 2020, any change made to state withholding must be made on Form OR-W-4 as the new federal Form W-4 doesn’t use allowances and can’t be used for Oregon withholding purposes.

Previously filed Oregon or federal withholding statements (Form OR-W-4 or Form W-4), which are used for Oregon withholding, can remain in place if the taxpayer doesn’t change their withholding elections.

Oregon’s Form OR-W-4 and updated online withholding calculator allow taxpayers to determine the correct amount to withhold for Oregon personal income tax. Form OR-W-4 and the calculator are available on the department’s website at oregon.gov/dor.

 

Exemption from withholding: 

To claim exempt, enter the corresponding code from the exemption chart on line 4a.  The exemption chart can be found in the Oregon Withholding Instructions.  Only enter one exemption code.  Also write “Exempt” in the space under line 4b.

Note: Exemptions end February 15th of the year following the election.  If a new Form OR-W-4 isn’t submitted by the deadline, you will be taxed at a flat 8% for state income tax withholding beginning that February.  A new Form OR-W-4 will need to be submitted by the deadline in order to continue claiming an exemption from income tax withholding in the new year.

Non-resident Alien Instructions:

If any portion of your wages are not exempt, submit Form OR-W-4 to your employer. As a nonresident alien, you don’t qualify to claim certain items on your Oregon return. Follow the instructions below when completing Form OR-W-4:

  • Line 1. Check the “single” box regardless of your marital status.
  • Line 2. Usually, you should claim -0- withholding allowances. However, if you complete the worksheets, follow the instructions below.
    • Complete Worksheet B using amounts that will be listed on your Oregon return.
    • Once you have completed all applicable worksheets, subtract 1 allowance from the amount listed on lines A4, B15, or C5.
  • Line 4. Do not claim exempt for having no tax liability or for the portion of your wages exempted under federal Form 8233.

When should I fill out a new Form OR-W-4?

Per the Oregon Withholding Instructions, you should complete a new Form OR-W-4 when you start a new job and whenever you have a change in your personal or financial situation that affects your tax situation.  This includes changes in your income, marital status, and number of dependents.

What happens if I don’t give my employer a Form OR-W-4?

Your employer will refer to the most recently submitted version of Form OR-W-4 or federal Form W-4 when determining withholding.  If you don’t complete Form OR-W-4, your employer will withhold for Oregon based upon the following in order:

  • An Oregon-only version of the Federal Form W-4 for a year prior to 2020.
  • Federal Form W-4 for a year prior to 2020
  • Eight percent of your wages or other income requiring withholding.

 

Additional Resources

Oregon Publication OR-17, Oregon Individual Income Tax Guide

Oregon Withholding Calculator & FAQ’s

Payroll Services

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

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

GE Payroll, Unpaid/Courtesy Appointments, PAAs

Senior Payroll Accountant Eric Bever ebever@uoregon.edu 541-346-0839

Payroll Accounting

Retirement Payroll Specialist Jay Butler jbutler7@uoregon.edu 541-346-1126

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

Map pin
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

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, Garnishments

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

Classified/Temporary Payroll