Payroll Calendar and Deadlines

Banner 9 Demo Session: There's still time to sign up for the last general Banner 9 demo session on Monday, Dec. 3 -- 2:15pm. Sign up now in MyTrack at
Payday is always the last business day of the month. The 2018 Payroll Calendar is below:
Payroll Calendar 2018
Month Payday
January 31
February 28
March 30
April 30
May 31
June 29
July 31
August 31
September 28
October 31
November 30
December 31
[11/15/2018] Vacation Cash-Out message from HR
TO:       Classified Employees
FROM:  Chris Meade, Interim Staff Labor Relations Manager
DATE:   November 15, 2018
RE:       Vacation Cash-Out Under Collective Bargaining Agreement
I write to remind you of an important provision of the Service Employee International Union (SEIU) and University of Oregon Police Association (UOPA) contracts regarding payment of accrued vacation. If you are an employee represented by these contracts, you have the opportunity to “cash out” up to 40 hours of vacation to be paid in your January 2019 paycheck, provided you have a minimum of 80 hours of accrued vacation leave remaining after the cash-out. [SEIU Collective Bargaining Agreement, Article 47, Section 17; UOPA Collective Bargaining Agreement, Article 39, Section 15]
The option to “cash out” vacation is not new to the contract; this is simply a reminder that the request for the payment must be made no later than December 31, 2018 for the January 2019 payment. The request to “cash out” vacation cannot be changed or revoked after December 31, 2018.
The form to request a “cash-out” is available on the Human Resources website. Please use the appropriate form for your represented employee group:
A copy of the completed form must be emailed or faxed to the Office of Human Resources no later than December 31, 2018 in order to take advantage of this option.   
Email:, Fax: (541) 346-2548
Please contact your payroll or human resources representative if you have any questions.

Payroll-Related News

Banner 9

December Time-Entry Drop-In Sessions

Where: Thompson University Center Training Room 305

  • 12/18 1-3 PM (Tuesday)
  • 12/19 1-3 PM (Wednesday)
  • 12/20 9-11 AM (Thursday)
[10/25] Banner 9 update and preview

Dear Banner users,

The university's efforts to transition from Banner 8 to Banner 9 are ramping up.

We have spent this year working closely with the campus departments that use Banner most heavily, transitioning groups of forms from Banner 8 to Banner 9. Much of that work has taken place behind the scenes, and you may not have heard much about it.

This week, we're taking a big step forward with Banner 9.

Departing from that focused approach, we have now made more than 2,100 Banner forms available in Banner 9.

Those forms run the gamut from finance to admissions. Essentially, they include almost all the Banner forms that don't require customization by our developers.

***Explore Banner 9***

With the goal of using Banner 9 exclusively by January 1, we encourage you to start familiarizing yourself with the new look and feel of Banner 9 before it becomes a requirement for your job.

Use the Chrome browser. Open a new incognito window (important for running Banner 9 correctly!). Go to Then launch Banner 9, log in with your Duck ID and password, and take a peek.

(DO NOT use Internet Explorer (IE) with Banner 9. You may be unable to log in to Banner 8 after logging in to Banner 9 via IE. If that happens, you'll need to reset your Banner 8 password using the "Banner Database Password Reset" instructions at

A full list of what's currently available in Banner 9 is posted here:

***Banner 9 Demo Sessions***

You probably have questions about Banner 9. We have answers! Staff from Information Services and other units will be hosting general demo sessions on the following dates.

Sign up now in MyTrack at We expect these sessions to fill up!

* Wednesday, Oct. 31 at 9am

* Friday, Nov. 2 at 1:15pm

* Wednesday, Nov. 7 at 10am

* Friday, Nov. 9 at 1:15pm

* At least one additional session (TBD)

***What's Different about Banner 9?***

Most of the differences between Banner 8 and Banner 9 are in the user interface and in the specific steps you take to complete a task. Banner 9 offers:

* Use of Duck ID to log in

* New look and feel

* New navigation tools and keyboard shortcuts

* Improved accessibility

* Recommended use of Chrome browser with incognito windows

***Next Steps***

You'll see more communications about Banner 9 for the rest of the year, both from us and different functional areas across campus. For example, depending on what you use Banner for, you may receive emails directly from Payroll, HR, Business Affairs, the Registrar, and Admissions. Here in Information Services, we will provide information about overall changes and help resources.

Although we don't have a precise schedule of when specific Banner forms or business processes will be transitioned to Banner 9, an approximate sequence will be shared at the demo sessions and posted on the Banner 9 blog soon.

***Banner 9 Blog***

To follow the progress of this project, please visit the project blog. We provide high-level updates there monthly:

***How to Get Help***

* Use as the landing page for all your Banner 9 resources.

* Help articles about Banner 9 are available in the UO Service Portal. Visit for a list of helpful links.

* Videos showing how to launch Banner 9, log in, and navigate are available at

* If you have any questions, need help, or notice anything in a Banner 9 page that does not appear to be working properly, please reach out through the new Banner service page in the UO Service Portal at Click the green "Request Help" button, log in with your Duck ID, complete the form, and click the green "Request" button.

* * * * *

This major upgrade is one of the biggest changes to Banner since the UO began using it in 1990. Thanks in advance for your patience and participation.

We're excited about taking this next step in the rollout of Banner 9 with you!

Information Services
University of Oregon

Payroll Department Announcements

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

New statewide transit tax takes effect July 1

The UO payroll office will automatically withhold the tax

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

Important Transit Tax Information

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

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

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

Give Your Paycheck a Checkup

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

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

IRS Withholding Calculator

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

Plan Ahead: Tips for Using the Calculator

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

Form W-4

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

Additional Resources

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

2018 UO Payroll Updates

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

Address Corrections or Updates

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

-       Benefit Address with PEBB: To update your address in the benefits system, go on-line to or send an email to HR staff:  Lynn Petersen at or to Kathryn Daniel at

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

Minimum Wage: Oregon’s minimum wage was increased on July 1, 2017 to $10.25 per hour. It will increase again on July 1, 2018. There are three regional minimum wage rates and you can view the details on BOLI’s website here:

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

Tax Withholding (International Employees)

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

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

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

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

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

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

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

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

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

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

Note: This document is also available as a PDF on the UO Business Affairs website at

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

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

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

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

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

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

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

Thank you,
Payroll Office

Payroll Services
Questions: 541-346-3151
Payroll (Fax): 541-346-1109

Position Name Email Phone Functions
Director Shelby Cooper 541-346-3092
Payroll Operations Manager Ben Kane 541-346-1084 Map pin
GE Payroll Specialist * * * 541-346-1101

GE Payroll

Payroll Accounting Eric Bever 541-346-0839
Retirement Payroll Specialist Jay Butler 541-346-1126

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

Work Study Payroll Specialist Austin Doerksen 541-346-1108

Off-Campus Work-Study

Foreign National Specialist Erin Driscoll 541-346-1122

Foreign National Tax, Social Security No.,Name Change

Academic Payroll Specialist Chad Hartvigsen 541-346-1106

Academic Payroll

Academic Pay/Retirement Specialist Cindy Huie 541-346-1132

Academic Payroll, Retirement, Foreign National Tax

Student Payroll Specialist Mike Kasahun 541-346-1121

Student Payroll

Payroll Accountant Cathy McDermond 541-346-3148

Payroll Accounting

Classified Payroll Specialist Mindy Schmidling 541-346-2960

Classified/Temporary Payroll