Payroll Services

For COVID-19 Operational Updates see the Payroll-Related News section below. Payday was Friday, July 31st. July checks were mailed to the mailing address on file on July 30th.

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:

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 2020 Payroll Calendar is below:
 
Payroll Calendar 2020
Month Payday
January 31
February 28
March 31
April 30
May 29
June 30
July 31
August 31
September 30
October 30
November 30
December 31
Payroll Deadlines

2020 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

7

15

22 - 24

28

184

23

31

Feb

7

13

19 - 21

25

160

20

28

Mar

6

17

20 - 24

26

176

22

31

Apr

7

16

21 - 23

27

176

22

30

May

7

14

19 - 21

26

168

21

29

Jun

5

16

19 - 23

25

176

22

30

Jul

8

17

21 - 24

28

184

23

31

Aug

7

17

20 - 24

26

168

21

31

Sep

8

16

21 - 23

25

176

22

30

Oct

7

16

21 - 23

27

176

22

30

Nov

6

12

17 - 19

23

168

21

30

Dec

7

14

17 - 21

23

184

23

31

HRIS Deadlines

FAQs

Coming Soon!

Payroll-Related News

4/13/2020 - The Paynews Monthly - April 2020 Edition

The PayNews Monthly – April 2020 Edition

 

Updates

 

  • Emergency Paid Sick Leave – The UO is temporarily implementing a new UO emergency paid sick leave program to be utilized while the university responds to the COVID-19 outbreak. The program is based on the new federal “Emergency Paid Sick Leave Act” (H.R. 6201). It provides employees with access to additional paid leave and provides broader benefits than the federal law requires.
    The UO emergency sick leave benefit covers two weeks of work and is effective March 20, 2020 for SEIU employees and March 23, 2020 for all other employee groups.
    For detailed information about how and when the UO Emergency Paid Sick Leave can be utilized for each employee group, please visit the HR website.  For detailed instructions about earn codes and time entry procedures, please visit the Payroll Related News section of the Payroll website
     
  • How to Complete Form I-9 During COVID-19 Crisis – On March 20, 2020, the U.S. Department of Homeland Security (DHS) announced that it will defer the physical presence requirements associated with reviewing Form I-9 documents for employers and workplaces operating remotely.  Employers with employees who are taking physical proximity precautions due to COVID-19 will not be required to review the identity and employment authorization documents in-person.  However, employers must still inspect the Section 2 documents remotely (e.g., over video link, fax, or protected email) and obtain, inspect, and retain copies of the documents, within three business days from date of hire.  Employers should also enter “COVID-19” as the reason for the physical inspection delay in the ‘Additional Information’ field.  Once normal operations resume, units will need to send their employees, who were onboarded using this temporary provision, to the Payroll Office for an in-person review of the identity and employment authorization documents they used to complete Section 2 of Form I-9.  This must be done within the first three business days of resuming normal operations.

    This process may be used for 60 days from March 20, 2020 or within 3 business days after the termination of the National Emergency, whichever comes first.

    Remote review is not allowed if a new employee is required to physically come into the workplace.  This temporary provision can only be used for new employees who cannot come to campus due to COVID-19.

    For instructions on how to complete the Form I-9 during the COVID-19 outbreak, please visit the Payroll Related News section of the Payroll website.
      

  • New Remote Hire Instructions – New remote hire instructions have been published on our website.  Please direct questions to Shelby Cooper at shelbyc@uoregon.edu.  
     
  • Printed Paychecks – In an effort to comply with social distancing requirements, the Payroll Office will only be processing MCRs for printed checks on Tuesdays.  MCRs for direct deposit will continue to be processed daily.  Printed checks will be mailed to the mailing address in Banner.
     
  • New Online Payroll Advance Form – Payroll has created a digital Payroll Advance form that allows digital signatures using DuckID as an authentication. This will allow employees and departments to sign the form without needing access to scanners or coming in to use a fax.
     
  • New Secure Timesheet Upload Process - BAO IT has created a Secure Timesheet Upload process that they can customize the back-end workflow to route to the Payroll Administrator of your department. It will allow employees to upload a document (Excel spreadsheet, PDF, picture) and sign via DuckID authentication. Then the employee will assign their supervisor to the route who will review and then sign. Then it would be routed to your department Payroll Administrator to entry purposes. If you are interested in learning more please contact Ben Kane at bkane@uoregon.edu.
     

Reminders
 

  • Prepare for Fall GE Hires – In preparation for Fall GE hires, the Graduate School and Payroll Office are offering training opportunities for departments.
    • Hire Paperwork Training Sessions
      • The Payroll Office offers monthly training sessions for Form I-9 and international hire documents.  Due to social distancing requirements, the May 7 class will be done remotely through MS Teams.
      • Registration and future class dates can be found in MyTrack.Individual trainings are also available and can be done remotely through MS Teams.
      • For an appointment; email gepayroll@uoregon.edu.
    • The Graduate School will be offering DuckDocs training, which will go over the entire ePRF process and an overview of when hire documents are necessary.  Additional information will be made available once dates are set.
    • For Fall GE appointments, use the payroll document deadline of September 8, 2020for non-ePRF hire documents.  Payroll document deadlines can be found on the Payroll website.
       

Upcoming Events

  • Payroll Deadlines
    • April Time Entry Window                                                        April 17 - 23
    • April Payday                                                                            April 30
      ​​​​​​​
  • HRIS Trainings (Register in MyTrack)
    • HRIS Electronic Approvals (EPAF)                                        April 16, 9:30-11:00am
    • HRIS Overview                                                                    May 5, 1:30-3:30pm
    • HRIS Time Entry                                                                 May 6, 1:30-4:30pm
    • Form I-9 Workshop/International Paperwork Trng              May 7, 10:00-12:00pm
       

Thank you,

The Payroll Office

UO Emergency Paid Sick Leave Instructions

The UO is temporarily implementing a new UO emergency paid sick leave program to be utilized while the university responds to the COVID-19 outbreak. The program is based on the new federal “Emergency Paid Sick Leave Act” (H.R. 6201). It provides employees with access to additional paid leave and provides broader benefits than the federal law requires. 

The UO emergency sick leave benefit covers two weeks of work and is effective March 20, 2020 for SEIU employees and March 23, 2020 for all other employee groups.

For detailed information about how and when the UO Emergency Paid Sick Leave can be utilized for each employee group, please visit the HR website.

Emergency Paid Sick Leave Usage

The HR website outlines the proper usage of emergency paid sick leave by employee group. It is important to note that the purpose of the UO emergency paid sick leave program is to replace missed hours. It should not be used to add hours to an employees’ pay. 

Employees should follow their unit/departments normal time off expectations and process for the UO Emergency Paid Sick Leave; they do not need to fill out a form or take other action in advance of taking UO Emergency Paid Sick Leave.  

Emergency Paid Sick Leave Used Between March 20 – March 31 

The university originally announced that the UO emergency paid sick leave program would begin on March 20 for classified employees and March 23 for all other employee groups. In order to align with the federal program, the university will now start its program on April 1. Employees who used UO emergency paid sick leave between March 20-31 (classified) or between March 23-31 (all other employee groups) will still get paid for those hours. They will not reduce the emergency paid sick leave hours that employees received on April 1 and employees will not be required to use other accrued leave to cover it. Any UO emergency paid sick leave hours used in March will need to be entered during time entry using the earn code LTO (Leave Taken Other), which is charged centrally. 

Emergency Paid Sick Leave Used on or After April 1 

A new leave bucket has been created for the UO emergency paid sick leave program, AEPS – Emergency Paid Sick Leave. All active employees now have this new leave bucket attached to their employee record. The earn code associated with this new sick leave bucket is LTJ (Emergency Paid Sick Leave Taken). The university will need employees to properly track their emergency paid sick leave usage on their timesheet or leave record. After time entry, a form will be emailed to employees who used their emergency paid sick leave during the previous pay period. The form will ask employees to select the reason for using their emergency paid sick leave. It is important for the university to track why employees used their emergency paid sick leave because of a federal credit that the university may be eligible for after the pandemic is over. We are relying on the departments to notify their employees of this and provide them with instructions on how to fill out their timesheet and leave records. 

Emergency Paid Sick Leave Balances 

  • Departments can see the emergency paid sick leave balances for their faculty, OA, GE, and classified employees in Banner form PEALEAV (by individual) or by running the Leave Report in PWIPAYR.
  • Faculty, OA, GE, and classified employees will be able to see their emergency paid sick leave balance in DuckWeb. Follow these steps:
    • Log in to DuckWeb 
    • Select Employee Information 
    • Select Leave Balances
    • A chart will be displayed that lists all leave types and their current available balance. The emergency paid sick leave balance will be included here.
  • Temporary classified and student employees will not be able to see their emergency sick leave balance in DuckWeb. The calculation and tracking of emergency paid sick leave will be offline and handled within the departments. 

Faculty, OA, and Classified Employee Instructions: 

Effective April 1, 2020, all full-time faculty, OA, and classified employees will be given 80 hours of emergency paid sick leave. Part-time faculty, OA, and classified employees will be given a proration of the 80 hours based off their job FTE in effect on April 1, 2020. Departments can now see those hours in Banner (PEALEAV or Leave Report). Faculty, OA, and classified employees will be able to see their emergency paid sick leave balance in DuckWeb. 

Leave Reports for Faculty and Exempt OA’s 

  • Leave reports should be modified, if needed, to accommodate the additional emergency sick leave usage. 

Timesheets for Classified and Non-Exempt OA’s 

  • Departments should add another row to their timesheets for the LTJ earn code (emergency paid sick leave) so hourly employees can properly track their emergency paid sick leave usage. 

Time Entry 

  • Departments will enter earn code LTS for all regular sick leave usage.
  • Departments will enter earn code LTO for all UO emergency paid sick leave used between March 20-31 (classified) or March 23-31 (all other employee groups).
  • Departments will enter earn code LTJ for all UO emergency paid sick leave used on or after April 1. 
  • All sick leave taken will be charged centrally. 
  • All sick leave taken will factor into the leave accrual calculations.

Graduate Employee (GE) Instructions: 

Graduate employees will be given a proration of the 80 hours based off their job FTE in effect on April 1, 2020. Departments can now see those hours in Banner (PEALEAV or Leave Report). GE’s will be able to see their emergency paid sick leave balance in DuckWeb. 

IMPORTANT – GE’s receive their regular sick time in days, however, the emergency paid sick leave will be hours. 

Leave Reports for GE’s 

  • Leave reports should be modified, if needed, to accommodate the additional emergency sick leave usage. 

Time Entry 

  • Departments will enter earn code LTG for all regular sick leave usage. (Based on days)
  • Departments will enter earn code LTO for all UO emergency paid sick leave used between March 23-31. (Based on hours)
  • Departments will enter earn code LTJ for all UO emergency paid sick leave used on or after April 1. (Based on hours)
  • All sick leave taken will be charged centrally. 
  • All sick leave taken will factor into the leave accrual calculations.

Temporary and Student Employee Instructions: 

Temporary classified and student employees should be allowed to use an amount of emergency paid sick leave that matches their schedule over a two-week period. Since their normal work hours and schedule are not tracked in our payroll system, we are relying on departments to calculate the number of emergency paid sick leave hours their temporary classified and student employees are eligible to use. The Payroll Office will not be populating their emergency paid sick leave bucket. Because of this, temporary classified and students WILL NOT see their emergency paid sick leave hours in DuckWeb. Balances will need to be tracked offline. Departments can keep track of the emergency paid sick leave balances for their temporary classified and student employees in an Excel spreadsheet, on the employees’ timesheet, or any other method that works well for the department. Since we won’t be populating the new leave bucket with hours for this population of employees, the emergency paid sick leave bucket will be allowed to go negative. 

Timesheets 

  • Departments should add another row to their timesheets for the LTJ earn code (emergency paid sick leave) so hourly employees can properly track their emergency paid sick leave usage. 

Time Entry 

  • Departments will enter earn code LTS for all regular sick leave usage.
  • Departments will enter earn code LTO for all UO emergency paid sick leave used between March 23-31.
  • Departments will enter earn code LTJ for all UO emergency paid sick leave used on or after April 1. 
  • *IMPORTANT* - Departments must monitor sick leave usage to ensure that their temporary and student employees DO NOT use more emergency paid sick leave than they have available. 
  • All sick leave taken will be charged centrally. 
  • All sick leave taken will factor into the leave accrual calculations.

Emergency Paid Sick Leave Calculation Methods 

When calculating the emergency paid sick leave for the temporary classified and student employees, please use the method that best fits your situation: 

  1. If the temporary classified or student employee already has a set schedule for Spring term, they should be given enough emergency sick leave hours to cover a two-week period. For example, if your student was scheduled to work 20 hours a week, they should be allowed to use 40 hours of emergency paid sick leave.
  2. If the temporary classified or student employee does not have a set schedule for Spring term, departments can use their schedule for Winter term to calculate the average number of hours they worked in a week and then multiply that by 2. For example, a student worked a total of 203 hours during Winter term, which was 11 weeks long. If you divide the hours worked by the number of weeks, you will get the average per week (203/11=18.45 hours). This student should be given 36.90 (18.45*2) hours of emergency sick leave.
  3. If the temporary classified or student employee has just recently been hired, you can base the emergency paid sick leave hours off the schedule you agreed on upon when you hired them. For example, when the student was initially hired, they committed to working 15 hours a week, so they should be given 30 hours of emergency paid sick leave to use. 

Examples 

  • A full time hourly classified employee began using their UO emergency paid sick leave on March 30 because their children’s school closed due to COVID-19. They are unable to telework from home so they will use leave through the end of their pay period that ends on April 15. During the April time entry window, the department should enter the following:
    • For the leave usage on March 30 and 31, enter LTO (Leave Taken Other) for 16 hours.
    • For the leave usage between April 1-14, enter LTJ (Emergency Paid Sick Leave) for 80 hours. This exhausts their emergency paid sick leave.
    • For the leave usage on April 15, the employee can use 8 hours of their regular accrued sick, vacation, personal, or comp time leave balances.
      *Please note this employee should also apply for expanded FMLA in this situation. Information about the program and application process can be found on the HR website.
       
  • A salaried OA who works at .75 FTE, used their emergency paid sick leave March 23-27 to care for a family member who fell ill to COVID-19. They were able to telework March 30-31. During the April time entry window, the department should enter the following:
    • For the leave usage between March 23-27, enter LTO for 30 hours (6 hrs per day * 5 = 30 hours).

      In April, the OA used their entire emergency paid sick leave balance of 60 hours (80 * .75 = 60).

    • During the May time entry window, enter earn code LTJ for 60 hours. This exhausts their emergency sick leave balance.
  • A salaried faculty member who works at .50 FTE, was unable to telework between April 1 – 17 due to COVID-19. They have 40 hours of emergency paid sick leave (80 * .50 FTE). During the May time entry window, the department should enter the following:
    • For the leave usage between April 1 -14 (10 working days), enter LTJ for 40 hours (4 hrs per day * 10). This exhausts their emergency sick leave.
    • For the leave usage between April 15 – 17, enter LTS (Regular Sick Leave) for 12 hours (4 hrs per day * 3). 
       
  • A GE who works at .49 FTE had a family member fall ill from COVID-19 and was unable to work from April 6 – 24. They have 39.2 hours of emergency paid sick leave and 10 days of regular sick leave available. During the May time entry window, the department should enter the following:
    • For the leave between April 6 – 17, enter LTJ for 39.2 hours. This exhaust their emergency paid sick leave. 
    • For the leave between April 20 -24, enter LTG for 5 days

 

Contacts

For questions about earn codes, please contact Payroll at 6-3151 or payroll@uoregon.edu

For questions about eligibility or your leave options, please review the HR website or email hrbenefits@uoregon.edu.

Temporary I-9 Provision

Form I-9 Requirements Flexibility Extended for Another 30 Days

On March 20, the Department of Homeland Security (DHS) and U.S. Immigration and Customs Enforcement (ICE) announced flexibility in complying with requirements related to Form I-9, Employment Eligibility Verification, due to COVID-19.

This temporary guidance was set to expire July 19. Because of ongoing precautions related to COVID-19, DHS has extended this policy again for an additional 30 days.  The new expiration date for these accommodations is August 19, 2020.
 


Form I-9 Announcement - COVID-19 Temporary Policy for List B Identity Documents

Because many areas are under stay-at-home orders due to COVID-19 and some online renewal services have restrictions, employees may experience challenges renewing a state driver’s license, a state ID card, or other Form I-9, Employment Eligibility Verification, List B identity document. Considering these circumstances, DHS is issuing a temporary policy regarding expired List B identity documents used to complete Form I-9, Employment Eligibility Verification.

Beginning on May 1, identity documents found in List B set to expire on or after March 1, 2020, and not otherwise extended by the issuing authority, may be treated the same as if the employee presented a valid receipt for an acceptable document for Form I-9 purposes. 

If your employee provides an acceptable expired List B document that has not been extended by the issuing authority, you should:

  • Record the document information in Section 2 under List B, as applicable; and,
  • Write the word COVID-19 in the Additional Information Field. 
  • Within 90 days after DHS’s termination of this temporary policy, the employee will need to present the Payroll Office with a valid unexpired document to replace the expired document presented when they were initially hired.

     


On March 20, 2020, the U.S. Department of Homeland Security (DHS) announced that it will defer the physical presence requirements associated with reviewing Form I-9 documents for employers and workplaces operating remotely. Employers with employees who are taking physical proximity precautions due to COVID-19 will not be required to review the identity and employment authorization documents in-person. However, employers must still inspect the Section 2 documents remotely (e.g., over video link, fax, or protected email) and obtain, inspect, and retain copies of the documents, within three business days from date of hire. Employers should also enter “COVID-19” as the reason for the physical inspection delay in the ‘Additional Information’ field. Once normal operations resume, units will need to send their employees, who were onboarded using this temporary provision, to the Payroll Office for an in-person review of the identity and employment authorization documents they used to complete Section 2 of Form I-9. This must be done within the first three business days of resuming normal operations.

This process may be used for 60 days from March 20, 2020 or within 3 business days after the termination of the National Emergency, whichever comes first. [This has been extended by 30 days. See above.]

Remote review is not allowed if a new employee is required to physically come into the workplace. This temporary provision can only be used for new employees who cannot come to campus due to COVID-19. 

Departments with new hires who are remotely onboarding are to complete Form I-9 as follows: 

  1. Department emails the new employee a link to the university’s remote hire webpage and the Form I-9. This can be done as soon as they have accepted the job offer.
  2. Employee completes Section 1 of Form I-9 on or before their first day of work.
  3. Employee identifies documents that establish their identity and eligibility to work in the U.S. from the List of Acceptable Documents on Form I-9. The employee is to make a legible copy, scan or photo of the documents, front and back.
  4. Employee then faxes or uses a protected email to send the Form I-9 and the copies of supporting documents to the department.
  5. Upon receipt, and within three days of the employee’s first day of work, the department is to inspect Section 1 of the form and the provided document(s), and then complete Section 2 of the form. If possible, in the ‘Additional Information' field, enter “COVID-19” to note the reason for the delay in physical inspection of the documents. Payroll has pre-filled “COVID-19” on the Form I-9 available on this webpage.
  6. The department submits the Form I-9 and copies of the supporting documents to the Payroll Office.
  7. Once normal operations resume, and no later than three business days from that date, the employee must bring the same documents into the Payroll Office so they can be reviewed in-person. Missing signatures must be completed at this point as well.

Signatures 

  • If the employee is unable to sign Section 1 of the Form I-9, send an email to them with the following attestation, instructing them to respond with a “YES” if it’s true. A copy of that email will need to be included with the Form I-9 and it’s supporting documents when they are submitted to the Payroll Office. The employee will be asked to sign Section 1 when they come to the Payroll Office for an in-person review of their documents.
  • If the department is unable to sign Section 2 of the Form I-9, leave it blank. The Payroll Office representative will sign Section 2 when they review the documents in-person. 

Methods for Reviewing Form I-9 and Documents Remotely 

  • Video (e.g., Microsoft Teams, Zoom, etc…)
  • Fax (541-346-1109)
  • Email – Only if the attachments are password protected. We still need to protect our employees’ sensitive information. 

Methods for submitting Form I-9 and Documents to Payroll Office 

  • Campus Mail (Thompson University Center – Payroll)
  • U.S. Mail (PO Box 3237, Eugene OR 97403)
  • Fax (541-346-1109)
  • Drop box on first floor of Thompson University (720 E. 13th Ave. Eugene OR)
    • The TUC lobby is open on Tuesdays and Fridays from 8:00 – 11:00am.
  • Email – Only if the attachments are password protected. We still need to protect our employees’ sensitive information. 

 

Additional Resources 

Form I-9 COVID-19

USCIS FAQ’s about temporary provision

UO’s Remote Hire Procedures

HR’s COVID-19 info for employees

COVID-19 Operational Updates
  • Payroll Counter:  The Payroll counter is closed to foot traffic.  While the counter is closed, Payroll staff will be unable to assist departments with the completion of Form I-9. 
  • Payroll Documents: All payroll documents should be faxed (6-1109) or put in the locked drop box on the first floor.  Departments should only scan and email documents that DO NOT contain sensitive information (SSN, DOB, etc..). 
  • Questions:  Please send questions to payroll@uoregon.edu or call Payroll’s main line (541)346-3151.  Payroll Specialists are also available by email (preferred) or by phone.
  • Paper Paychecks:  Paychecks will not be distributed at the Payroll counter.  All paychecks will be mailed to the Mailing address currently on file. 
  • Advance Forms:  The Advance Form is now available in the Forms section of the Business Affairs website.  Advances will be direct deposited if the employee is enrolled, otherwise the printed check will be mailed to the Mailing address currently on file.
  • Direct Deposit:  Please encourage your staff who have not enrolled in direct deposit to do so.  Directions on how to sign up for direct deposit through Duckweb can be found in the Payroll Information for Employees section of the Payroll website.
2020 Payroll Updates

2020 UO Payroll Updates
 

W-2s

Electronic 2019 W-2s will be available on DuckWeb by January 31. For those that did not consent to receive their W-2s electronically, paper W-2s will be mailed out by January 31. 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

Minimum Wage

Oregon’s minimum wage was increased on July 1, 2019 to $11.25 per hour. It will increase again on July 1, 2020. 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 Federal and/or Oregon W-4 in 2019 and wish to continue exempt status in 2020, you must re-file by the deadline of February 15, 2020. The IRS has released a redesigned 2020 Form W-4 and they have put together some FAQs here: https://www.irs.gov/newsroom/faqs-on-the-2020-form-w-4. The Oregon Department of Revenue (ODOR) has released a 2020 OR-W-4 that employees can complete to change their Oregon state income tax withholding for 2020. 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, 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 10. If you did not receive the renewal notice, you may view the instructions on the Business Affairs website at 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 form will be mailed out by February 20. 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 at 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 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 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 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 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 $137,700 in 2020, an increase from $132,900 in 2019.

Medicare Tax

As in prior years, there is no limit to the wages subject to Medicare tax (1.45%). The 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.

Tax Deferred Investments

The IRS has announced that the 403(b) and 457 tax-deferred annuity maximum contribution is increasing for 2020. Employees may tax defer up to $19,500 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 $6,500 for a total of $26,000 in each program. Forms may be found at http://www.opurp.org/tdi.

2020 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.  FSA’s are not deducted in advance so employees won’t see those changes until their January earning 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/2020payrollupdates.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

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