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In order to ensure timely delivery to payroll, the general HR deadlines for new MyTrack offers, renewal appointments, and Payroll Request Forms (PRFs) are laid out below. The faculty deadlines reflect the requirement to deliver faculty appointments 30 days prior to their start date per the collective bargaining agreement with United Academics. In order to meet this requirement, we need to receive the documents 6 weeks prior to the appointment start date.

The originating office must build in time for review and approval by any other offices that have to sign off (Deans/Directors).

General Deadlines Information

MYTRACK OFFERS

• Please submit offer cards as soon as possible after the candidate has accepted their contingent offer and a start date has been decided. Whenever possible, submit the offer card at least two weeks before the planned start date.

RENEWAL APPOINTMENT DEADLINES

12-month Faculty and fixed term OAs:

• May 1^st for July 1^st renewals because of the large volume of summer appointment processing, or
• 6 weeks prior to the start date of the renewal appointment.

9-month Faculty and fixed term OAs:

• Regular Academic Year
  • August 1st for Fall Term
  • November 1st for Winter Term
  • February 1st for Spring Term
• Law School Semester based Academic Year
  • June 1st for Fall Semester
  • November 15th for Spring Semester

Other renewal dates:

• 6 weeks prior to the start date of the appointment renewal.

OTHER FORMS AND ACTIONS

• Summer Appointments: May 15^th or the 15^th of the month prior to the effective date on PAW.
• Separation Requests: No sooner than 45 days in advance of their effective separation date. Preferably 1st of the month in which the separation occurs.
• PRF Labor Distribution Changes: Send directly to payroll prior to the payroll document deadline.
• All Other Forms: 15^th of the month prior to the effective date.

These deadlines are to ensure that the appointment and renewal information reaches the Payroll Office by the payroll deadline.

 

Annual Chart

The chart below is only a guideline, and departments should always refer to the information above for accurate, upcoming deadlines. Please email hrops@uoregon.edu if you have any questions or suggestions of deadlines to include here.

To use this chart: Please find the document type you are looking to submit along the side, and then move across to the month in which the appointment/payment should begin. The date in the box is HR document deadline when forms should reach University HR for review.

For example: If there is a PRF stipend that needs to be submitted with a January effective date like 1/1/2025, the chart indicates that paperwork should be submitted and reach University HR for review by 12/15.