This section of the Banner Guide is to provide direction to payroll coordinators as they process the necessary paperwork for retirees and separations.

PRF Coding (Retirement)

Process PRF with the following coding:

• Job Change Reason - use "Retirement (TERMR)"
• Employee Separation Block - use "Resig - Retirement (R5)"

PRF Coding (Separation from UO)

Process PRF with the following coding:

• Job Change Reason - use "Employment Ends (TERME)"
• Employee Separation Block - select from lengthy list

PRF Routing and Advance Notification

Route PRF for signatures 

After departmental/Dean's Office signatures, please route paperwork to the HR Office.

Send an e-mail to payroll at payroll@uoregon.edu for early notification of a separation or retirement to ensure appropriate benefit coverage, and accurate final pay which may include remaining vacation and compensatory leave payout

Leave Reporting

Final paycheck issued as part of the regular payroll:

• The final month of time entry must include two months of leave reporting for salaried employees or half a month (approximately) for hourly employees.
• Check with employees early on for their proposed vacation leave to be taken in the final month of employment.
• Vacation balances must be manually adjusted in the final month to avoid docked pay. Coordination with the Payroll Office is essential. The Payroll Office can assist with projecting vacation leave accruals and final vacation payout balances.

Department enters hours to be paid out in PHAHOUR during the time entry window using the following earn codes:

• LPV for vacation payout (max of 180 hours for faculty/OA vacation payouts)
• LPC for compensatory time payout

It is good customer service to have all of the vacation and compensatory payments processed on the final check, and this can only be accomplished with early discussions and planning with your employee.

Termination of Access

• All Banner/computing Access
• Keys
• Procurement card
• Return of equipment
• Other
• See Employee Checklist

Benefits Services Offered by Human Resources

• COBRA coverage assistance
• Assistance with PERS paperwork
• Overview of Post-Retirement Insurance options and plans

Post-Retirement Appointments

• To ensure continued benefit coverage, it is critical that the post-retirement position is set-up timely.
• Delays in the appointment process will result in PEBB terminating insurance coverage for non-payment of premiums.

Post-Retirement - Paycheck Deduction Issues

• Employees should review benefit elections such as Long-Term Care, Long Term Disability, Short Term Disability, Flexible Spending Accounts.
• Tax-Deferred Investments will continue if not expressly stopped by the employee.

Classified Employees

• Dues and Fair Share will continue to be deducted for classified retirees returning to same position post-retirement.
• Are no longer eligible for personal leave (part-time employment with .49 Annual FTE)

Also Note

• Upon separation, please remind the employee that they will continue to have access to Duckweb after they separate from the UO. This will allow them to have continued access to earning statements and tax documents.
• Additional information can be found on the HR website for Separation and Transfer