Payroll Administration

  1. Common Links & Actions
  2. Time Entry
  3. Employee Classifications
  4. Other Resources
  5. FAQ
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  • New Hire Forms & Documents
    Includes a reference chart for required hire documents (I-9, W4), bundled hire packets, and individual hire & payroll documents
  • Payroll Request Form (PRF)
    Instructions for completing and submitting a PRF
  • Payroll Document Submission
    For submitting payroll forms that contain confidential or sensitive information including social security number, date of birth, and copies of identification documents
  • Payroll Deadlines
    Important Payroll dates including hire document submission deadlines, time entry windows, monthly & quarterly PHAREDS deadlines, and paydays
  • Payroll Advance
    Basic information regarding employee payroll advances
  • UO Forms: Payroll Advance Form
    Link to UO Forms Payroll Advance submission form
  • Overpayments
    Process information for handling employee payroll overpayments
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Time Entry

  • Time Entry in PHAHOUR
    Basic instructions for manual time entry in PHAHOUR including earn code logic, tips, and OTD calculation
  • Account Codes
    Table of earn codes and corresponding account codes for each employee class
Final Pay Instructions
Wage Dispute

If a dispute arises regarding the amount of final wages due an employee, the employer is required to pay the amount the employer agrees is due without setting any conditions upon the payment.

No Time Sheet

An employee who fails to submit time sheets on a timely basis must receive a paycheck on the regular payday. Other disciplinary measures may be taken.

Employee Checklist

Departments are encouraged to use the Employee Checklist as a reminder to retrieve property and to terminate access to services upon termination.

Return of State Property

Employers may not hold the paycheck of an employee who has not turned in keys, UO ID, or returned property of the university.

Timing of Final Paychecks
BOLI Rules

Bureau of Labor and Industry Regulations

  • If an employee quits with less than 48 hours notice, the paycheck is due within five business days.
  • If an employee quits with notice of at least 48 hours, the final check is due on the final day worked. In case, the final day worked falls on a weekend or holiday, the check must be ready on the next business day.
  • If an employee is discharged, the final paycheck is due not later than the end of the next business day. It is strongly recommended that every effort is made to allow sufficient processing time for the final check to be ready on the day of discharge.
For Employees with Contracts

The BOLI guidelines for final paychecks do not apply for employees with contracts. GEs and unclassified employees whose contract end date occurs mid-month will receive payment at the end of the month on the regular payroll. See the GTFF Collective Bargaining Agreement and the Faculty Handbook.

For International Employees

The Payroll Office will issue manual checks to international employees who are terminating and leaving the country prior to payday. If they are leaving prior to the contract end date, departments will need to write in the Remarks section of the MCR that "all contractual obligations have been fulfilled."

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Employee Classifications

  • Employee Classification Overview
    General information for all employee types, including eclass codes, pay type, and leave eligibility
  • Classified Employees
    Classified employee payroll information including limited duration, post-retirement, and hire document requirements
  • Faculty & OA
    Faculty & OA payroll information including eclass codes, position titles, and pooled position overview
  • Graduate Employees
    Graduate employee (GE) payroll information including hiring process and pay matrix (payroll payments and employment benefits)
  • Student Employees
    Student employee payroll information including employee types, eligibility, and pooled position overview
  • Temporary Employees
    Temporary employee payroll information including classification requirements and pooled position overview
  • Unpaid Appointments
    Unpaid employee information including appointment types and pooled position overview
  • Work-Study Overview
    Federal and UO work-study information including calendars, indices, and program codes
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Other Resources

  • Electronic Approvals - EPAF
    Overview of Electronic Personnel Action Forms (EPAF) submissions process, including instruction slides
  • Employee Leave/Time Off
    Employee leave types, earn codes, and accrual calculation guide
  • Encumbrances
    Salary and OPE encumbrance information and resources
  • ERF & Banner Reports
    Earning Request Form (ERF) information and overview of Banner Report Forms (PWIPAYR, PWIORPT, and PWRPRMR)
  • Pooled Positions
    Overview of pooled position codes for each employee class (e.g. BUOSRG, BUOTPR, BUOWSA)
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FAQ

What are FOAPAL elements?

FOAPAL is an acronym for the six chart of accounts elements used to process financial data (Fund, Organization, Account, Program, Activity, Location). Transactions in the Operating Ledger (OPAL) require fund, organization, account, and program, sometimes referred to as FOAP. Transactions in the General Ledger require only fund and account. All of the elements, with the exception of activity codes, are hierarchical and roll up from lower data entry levels to higher summary levels.

Who are the Department Payroll Administrators?

The linked Excel spreadsheet below includes all department payroll administrators around campus. To update the payroll administrator contact information for your department, email payroll@uoregon.edu with changes needed. Be sure to include the administrator's name, email address, contact phone number, and all timesheet orgs for the department.

Department Payroll Administrators List (xlsx) 

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