Payroll Services

Payday is Friday, October 29th 2021. September checks were mailed to the mailing address on file on September 29th 2021.

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 2021 Payroll Calendar is below:
 
Payroll Calendar 2021
Month Payday
January 29
February 26
March 31
April 30
May 28
June 30
July 30
August 31
September 30
October 29
November 30
December 31
Payroll Deadlines

2021 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

5

14

20 - 22

26

168

21

29

Feb

5

11

17 - 19

23

160

20

26

Mar

8

17

19 - 24

26

184

23

31

Apr

7

16

21 - 23

27

176

22

30

May

7

14

19 - 21

25

168

21

28

Jun

7

16

21 - 23

25

176

22

30

Jul

8

16

21 - 23

27

176

22

30

Aug

6

17

20 - 24

26

176

22

31

Sep

8

16

21 - 23

27

176

22

30

Oct

7

15

20 - 22

26

168

21

29

Nov

5

12

17 - 19

23

176

22

30

Dec

7

14

17 - 21

23

184

23

31

HRIS Deadlines

FAQs

Coming Soon!

Payroll-Related News


7/20/2021 - The PayNews Monthly - July 2021 Edition

The PayNews Monthly – July 2021

 

Updates

 

  • Staffing – Shelby Cooper, Director of Payroll Services, left UO on June 30, 2021. Ben Kane will remain as Acting Director while we conduct a search for a permanent successor.

 

Time Entry Instructions

 

  • Minimum Wage Increase – Oregon’s minimum wage increased on July 1, 2021. All jobs that were below the new rate were automatically updated in Banner. Please check your roster to ensure that all affected employees were updated correctly.

    New Rates
    Standard (Includes Eugene)                         $12.75/hr
    Portland Metro                                                 $14.00/hr
    Nonurban Counties                                         $12.00/hr

    This rate increase will create two timesheets for July time entry. The hours worked need to be divided up between the two timesheets in the following manner:

    All hours worked in June (old rate) should be entered into the first timesheet.
    All hours worked in July (new rate) should be entered into the second timesheet.

    Note: If hours are entered on only one timesheet you will have either overpaid or underpaid your employee!

    Questions should be directed to Mike Kasahun at mikek@uoregon.edu or Austin Doerksen at adoerkse@uoregon.edu.

  • Personal Leave Earn Code – Both Personal Leave earn codes will be available for July time entry.

    Personal Leave Reporting Period Earn Code for July 2021 Time Entry:

    • LTP         FY 20-21 (Personal Leave used up until 6/30/21)
    • LTQ        FY 21-22 (Personal Leave used on 7/1/21 or after)

      *All classified employees must have used remaining FY 20-21 personal leave by June 30.

Salaried & Hourly Employees:
All personal leave used in June must be entered using earn code LTP.

Hourly Employees:
All personal leave used in July must be entered using earn code LTQ. (You will get the possible insufficient leave warning for LTQ, but it will load the hours before applying.)
*Warning – if you enter the incorrect earn code it could cause DOC pay or other leave balance issues. Please pay close attention to the earn code you use.

Questions regarding the time entry into PHAHOUR should be directed to Mindy Schmidling at mindy@uoregon.edu or Ben Kane at bkane@uoregon.edu.

  • Emergency Paid Sick Leave – AEPS/EPSL expired on June 30, 2021. Any final usage should be reported as LTJ in July time entry. After July, LTJ will no longer be available and balances will be cleared out.
  • New Federal Work-Study Indices – Federal Work-Study Time Entry Procedures for July Payroll.

    All Federal and UO Work-Study indices have been updated automatically for FY22 in Banner.

    Federal year-end reporting must be able to distinguish between June and July payroll expense.

    • July Hours: In PHAHOUR, use earn code RWS, Shift 1, Index 22622* (FY22)
    • June Hours: In PHAHOUR, use earn code RWS, Shift 2, Index 22411* (FY21)

Use appropriate letter (A-H) to correlate with the correct program code. Refer to Work-Study Indices and Program Codes for indices and examples of July Time Entry.

 

Reminders

 

  • Faculty and Officers of Administration Vacation Cap Changes

    We encourage Faculty and Officers of Administration with a vacation balance above the normal balance of 260 to use this extra vacation by the end of September. The vacation cap for eligible Faculty and OAs will be reverting to 260 hours effective October 1. At the end of September, Payroll will adjust the vacation cap, therefore eliminating the possibility to accrue vacation above 260 hours after that. Individual employee vacation balances over 260 will not be adjusted down to 260 until after October payroll runs at the end of October. Vacation use in September will be deducted from your balance during October payroll and prior to any adjustments made to individual balances.

 

Upcoming Events

 

  • Payroll Deadlines
    • July Time Entry Window                                                July 21 – 23
    • July Payday                                                                         July 30
  • HRIS Trainings in MS Teams (Register in MyTrack)
    • HRIS Overview                                                                  August 3, 1:30 – 3:30 pm
    • I-9 Workshop/International Hire Paperwork        August 4, 10:00 – 11:30 am
    • HRIS Time Entry                                                                August 4, 1:30 – 4:30 pm
    • HRIS Payroll Redistributions (PHAREDS)                 August 5, 10:00 am – 12:00 pm
    • HRIS Electronic Approvals (EPAF)                              Contact Cathy McDermond (cathy1@uoregon.edu) to schedule for EPAF training

 

Thank you,

The Payroll Office

2021 Payroll Updates

W-2s

Electronic 2020 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 541-346-3159 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 25, 2021. 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, 2020 and will increase again on July 1, 2021. The current rate in Lane County is $12.00 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.

Eugene Community Safety Payroll Tax

The City of Eugene enacted a payroll tax that went into effect on January 1, 2021 for pay periods starting on or after January 1, 2021. The tax is based on job location in Eugene and is not exempted based on temporarily working from home outside Eugene due to COVID-19. For more information on the tax go to the City’s website here: eugene-or.gov/CommunitySafety.

Tax Withholding (U.S. Citizens and Residents)

If you claimed exempt on your Federal and/or Oregon W-4 in 2020 and wish to continue exempt status in 2021, you must re-file by the deadline of February 15, 2021. The IRS has released the 2021 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 2021 OR-W-4 that employees can complete to change their Oregon state income tax withholding for 2021. 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 13. 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 25, 2021. 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 $142,800 in 2021, an increase from $137,700 in 2020.

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.

Tax Deferred Investments

The IRS has announced that the 403(b) and 457 tax-deferred annuity maximum contribution is not changing for 2021. Employees may continue to tax defer up to $19,500 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 $26,000 in each program. Forms may be found at http://www.opurp.org/tdi.

2021 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/2021payrollupdates.pdf

Temporary I-9 Provision

Form I-9 Requirements Flexibility Extended

On March 20, 2020, 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 March 31, 2021. Because of ongoing precautions related to COVID-19, DHS has extended this policy again.  The new expiration date for these accommodations is December 31, 2021.
 


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. 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 can be found on this page: Payroll Document Submission

 

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

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
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, 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