Payroll Services
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
Our frequently used forms:
Paydays
| Month | Payday |
|---|---|
| October | 31 |
| November | 30 |
| December | 29 |
| Month | Payday |
|---|---|
| January | 31 |
| February | 29 |
| March | 29 |
| April | 30 |
| May | 31 |
| June | 28 |
| July | 31 |
| August | 30 |
| September | 30 |
| October | 31 |
| November | 27 |
| December | 31 |
Payroll Deadlines
FAQs: Department Payroll AdministratorsPayNews - October 2023
Updates
- New Form I-9 – USCIS has released a new I-9 that is required to be used starting tomorrow, November 1st. The individual listing on the Payroll Forms page as well as all the bundled hire packets have been updated with the new version. Please recycle any pre-printed packets you may have. If the Payroll Office receives old I-9 forms in hire packets, we will contact you to get a new one completed.
- Banner Report Replacement – IS has been working to replace the reporting platform for reports generated from Banner forms PWIPAYR, PWIORPT, PWRPRMR, PWIFOAP, and PWIEMPL. That work is now complete and you will see new prompt pages and updated report output. You may have to login to Cognos after launching the report from Banner.
- Personnel Updates
- Adrian Hartvigsen has joined the Payroll office as our new Academic Payroll and Retirement Specialist. Adrian previously worked in University Housing and prior to her graduation she was a student employee with the Payroll office. We are glad to have Adrian join the team, so please welcome her. You can contact her at 541-346-1132 or ahartvig@uoregon.edu.
- Ben Kane, Director of Payroll Services, will be leaving Business Affairs and the UO with his last day being November 9. Ben relocated to Berkeley, CA, earlier this year to be closer to family and has been working remotely ever since. Holly Syljuberget will be stepping in as Interim Payroll Manager effective immediately. You can contact Holly at 541-346-4340 or holly1@uoregon.edu.
- Adrian Hartvigsen has joined the Payroll office as our new Academic Payroll and Retirement Specialist. Adrian previously worked in University Housing and prior to her graduation she was a student employee with the Payroll office. We are glad to have Adrian join the team, so please welcome her. You can contact her at 541-346-1132 or ahartvig@uoregon.edu.
Reminders
- Terminations, LWOP, FTE Reductions – Please notify our office immediately if you become aware of employees, especially salaried employees, who are terminating their appointments, going on leave without pay, or reducing their FTE before November 30, 2023. This includes salaried employees who will have insufficient paid leave hours to cover time off or prior separations in which paperwork is just now being submitted.Our office would like to work with you in adjusting the employee's June pay to prevent an overpayment. Your prompt notification will prevent financial hardship for the employee. You may email payroll@uoregon.edu, or one of our contacts below:
- For Faculty & OA pay, Chad, chadh@uoregon.edu, or Adrian, ahartvig@uoregon.edu
- For Classified pay, Mindy, mindy@uoregon.edu
- For GE pay, Keri, kbartow1@uoregon.edu
- Help Us Go Paperless – Regular monthly earnings statements are always available on DuckWeb and the Payroll office is strongly encouraging everyone to sign up for the paperless option via DuckWeb. Printed earnings statements will be delivered via Campus Mail to departments based on the Org name listed on the earnings statement. If your department must mail paper earnings statements to employee addresses on file, a mail slip will need to be provided to Mail Services with the index to be billed for the postage and handling.
Upcoming Events
- Payroll Deadlines:
- November 7th – Payroll Document Deadline
- November 13th – EPAF Submission Deadline
- November 16th-20th – November Time Entry Window
- November 22nd, 9am – November Stop and Correct Pay Deadline
- November 30th – November Payday
- Trainings (Register in MyTrack):
- November 1st, 10:00am-11:30am – I-9 Employment Eligibility Workshop with (optional) International Hire Documents Training
- November 7th, 1:30pm-4:30pm – HRIS Time Entry
- HRIS Electronic Approvals (EPAF) training should be scheduled with Cathy McDermond (cathy1@uoregon.edu)
Thank you,
The Payroll Office
Federal W-4 Information
Changes to W-4 starting in 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 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 current year 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 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 the current year if:
- They had no federal tax liability in the prior year and
- They expect to have no federal income tax liability in the current year.
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 Form W-4 instructions advises an NRA to view Notice 1392, Supplemental Form W-4 Instructions for Nonresident Aliens, before completing the Form W-4.
Additional Resources
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