With the spread of the Coronavirus and the impact this outbreak is having on daily activities and operations of the University of Illinois, the decision has been made for UPB to begin working remotely effective immediately. As a result, it is essential to take note of the changes listed below, including how payroll transactions could be processed from remote locations.
Your job responsibilities may include tasks which impact employee payroll, such as timesheet approvals or submission of payroll feeder files. It’s important to ensure these critical functions are completed, and to consider the need to perform the functions remotely. Our goal is to ensure all employees are paid on time and we need your help in achieving this goal. Therefore, we strongly encourage your unit to verify these functions can be performed remotely.
UPB will continue processing each Biweekly and Monthly calc according to the payroll schedule; units should ensure submitting and approving all employee timesheets occurs according to the payroll schedule. Units using Mass Time Entry Files will need to ensure they can create and submit their file that feeds into the HR/Payroll system accordingly.
If units cannot submit and approve timesheets timely or if HR Front End (HRFE) transactions are submitted after the HRFE due dates listed on the payroll schedule, the unit payroll rep(s) must have the ability to submit Current Pay Adjustments (CPAs) remotely during the payroll calculation process in order to pay their employees correctly.
UPB Customer Service
All UPB Customer Service offices will be closed to walk-ins effective immediately. Employees can contact UPB at the below listed numbers and email address to continue receiving assistance with their inquiries. Signs will be posted at each campus office with information on contacting our office.
Mailing of Paper Checks
Until further notice, all employees who are not enrolled in direct deposit will have their checks sent directly to the active Mailing Address type in Banner. To minimize any possible issues that can arise with receiving a paper check, UPB will be contacting individuals currently not enrolled in direct deposit or the pay card.
All foreign national payments to non-employees will be mailed to the C1 Address type on file in Banner. Departments will need to provide an address when payment is requested.
Foreign National Tax Review Sessions
All in-person tax status review sessions have been suspended and will be conducted electronically. Further instructions regarding submission of the required documentation will be provided via email once registration has been confirmed.
Benefit Overview Orientations, Enrollment Assistance and SURS Plan Choice Group Viewing sessions
In-person Benefit Overview Orientations, Enrollment Assistance and SURS Plan Choice group viewing sessions have been suspended. Employees can still find assistance through the following:
- Benefit Overview Orientations
- Enrollment Assistance Sessions
- SURS Plan Choice Live Webinars
As a reminder, new state benefit eligible employees have 30 calendar days, from the benefit eligibility date, to make state benefit plan elections.
Approximately three (3) business days after completing the My Profile Form in UI New Hire, employees can go to MyBenefits to self-authenticate, register, review their options, and make plan elections. Please refer to the printable PDF for assistance in registering and logging into MyBenefits as a first time user: https://www.hr.uillinois.edu/UserFiles/Servers/Server_4208/File/Benefits/SEGIP/MyBenefits/MyBenefits_RegGuide.pdf
If you have any questions regarding this communication please contact UPB customer service at:
SR Director University Payroll & Benefits