UO Voluntary Summer Work Share Program - Weekly Certification Submission

Latest News & Updates:

February 1, 2021

OED tax document
The OED is issuing tax document 1099-G to 2020 Work Share participants. Those documents should be received via postal mail by February 15, 2021. If you don’t receive your 1099-G by February 15th, you can email workshare@uoregon.edu for assistance. Please provide your Cust ID, which can be found on the OED’s Form 196- Wage and Potential Benefit Report, if you have it available.

Many waiting week payments issued via Direct Deposit
If you feel that you are missing any of your Work Share payments, including the waiting week payment(s), please review your bank account to see if payments were directly deposited there. The OED started issuing many payments via direct deposit in late 2020, in addition to issuing paper checks and depositing funds onto ReliaCards. If you still feel that you are missing payments after reviewing your bank account, ReliaCard, and paper checks received, please email workshare@uoregon.edu for assistance.

View More News & Updates
UO Work Share News, claims, OED notices, use of leave, and more

Human Resources provides oversight and management of the program by filing claim paperwork on behalf of employees.
Work Share participants must report the hours they work each week through the certification process described below.

 

Important Notice

Lack of Work - Due to wildfires and air quality issues:

For those employees who have experienced lack of work available due to the wildfires and air quality issues, you may use accrued leave up to your work share hours allowed by your reduced schedule. On the weekly certification survey, report any hours used for this reason as “Other purposes.”

Here is the guidance directly from OED:

If my employee’s hours are reduced but they do not work enough hours to meet the 20-40% reduction in work for the week, can they use paid time off like sick leave or vacation leave to meet the required hours worked?

Yes. If your employee did not work enough hours during the week to meet the minimum number of hours worked, they can use leave to meet the reduction requirements.

Take, for example, someone whose Work Share weekly schedule is 24 hours, and they customarily work 40 hours a week. If you had 20 hours of work for them in the week, the employee could use 4 hours of accrued leave to receive shared work benefits for the week.

Weekly Certification Requirement

It is the employee’s responsibility to submit their weekly certification report by 5:00 p.m. every Monday for the previous calendar week in order to be included in the university’s report that is required by the Employment Department.

  • The process is simple and should only take a few minutes to complete. Weekly Certification can be completed on a computer or on a mobile device.
  • Employees will get an email via Smartsheets every Friday and again on Monday morning as a reminder, which will contain the link to the Weekly Certification portal.
  • The first certification is due the Monday following the approved employee's program start date.
    For example, an employee who begins the UO Work Share program on June 14, would submit their first weekly certification report on Monday, June 22, no later than 5:00 p.m. for the hours worked during the calendar week of June 14-20.

It is critical that participating employees understand that:

  • Failure to submit the weekly certification by the deadline will result in the employee being ineligible to receive unemployment benefits for the previous week.
  • There will be no exceptions for late or missed submissions. HR is unable to accept any certifications that are received after the deadline.

Weekly Certification Instructions

If you are an active and approved participant in the UO Work Share program, you will receive a weekly email notification every Friday morning reminding you to submit your weekly certification. The email will be from “Kelsey Brannon via Smartsheet.”

You can submit your weekly certification anytime between Friday morning and Monday afternoon, but no later than Monday at 5:00 p.m. If you do not submit the weekly certification by Monday at 5:00 p.m., you will be ineligible for unemployment benefits for the reporting week. We are unable to make exceptions for late submissions.

Note: If you have not received the email notification by noon on Friday, check to see if the email went into your junk mail. If it is not in your email inbox or junk mail, email workshare@uoregon.edu immediately.
You do not have to wait for an email reminder to submit your certification. Use the link at the top of this page to begin the process.

  1. The reminder email will have a link to the weekly certification survey. Click the link and it will take you to the survey in your web browser; this link will work on a mobile device or on a computer.
    You can also access the weekly certification using the link at the top of this webpage.
     
  2. Complete the required fields in the form. Each question is described in detail below.
     
  3. If you would like to receive a copy of your responses, make sure that you check the box at the bottom of the survey and enter your email address before clicking “Submit.”
     
  4. When complete, click “Submit”.
    Once you submit, you will get a message that says “Thank you. Your response has been added to the UO Work Share weekly certification list.” If you see this message, you know that your certification was successfully submitted. UO will compile this information for all participants and submit it to the Employment Department each week.

Weekly Certification Participant Survey Guidance

Refer to the following list of survey questions with applicable guidance:

Reporting Work Week (Sun to Sat)
*Required

Double check that the date range you are reporting for is correct. The reporting week should be the previous week worked. For example, if you receive the form on Monday 6/22, the reporting week should be for 6/14-6/20.

Are you making a correction to a previously submitted weekly certification for the week above?

Click Yes or No.
If you made a mistake and need to re-submit, you can do so through the same link, but you need to click yes for this answer so it flags HR that it is a correction.

UO ID *

Enter your 95#

First Name*

Enter your first name

Middle Initial

Enter your middle initial, if applicable

Last Name*

Enter your last name

UO Email Address*

Enter your UO email address

Supervisor Name*

Enter your supervisor’s name as first last

Supervisor UO Email Address*

Enter your supervisor’s UO email address

Have you received additional wages from other employment for the week?*

Click Yes or No
Only click yes if you received wages from an additional job (not with UO) for the reporting week.

If yes, what were the gross wages from other employment

Only required if you entered yes to the question above.
Enter the total gross wages as a number (gross wages are what you were paid before deductions). Do not enter any other symbols or letters such as $ or the word “dollars”.

Have you received any money from pension, annuity, or retirement pay this week?

Click Yes or No
Only click yes if you received money from a pension, annuity, or retirement pay for the reporting week.

If yes, what was the amount received from pension, annuity or retirement pay?

Only required if you entered yes to the question above.
Enter the total amount received from the sum of pension, annuity and/or retirement pay as a number. Do not enter any other symbols or letters such as $ or the word “dollars”.

What were your Actual Hours Worked during the week? *

Enter the total amount of hours you physically worked for your UO job. Do not enter any other symbols or letters such as hr or hours. If you worked a partial hour, enter the amount as a decimal. For example, if you worked 10 hours and 30 minutes, enter it as 10.5.

Did you take any leave during the week (such as sick, vacation, personal, or comp time)? *

Note: If you took leave, you still need to report your leave through your time-sheet or normal leave reporting process for your unit, in addition to reporting it on the Weekly Certification. Leave hours are not being reported to the Employment Department at this time; this information is for internal reporting purposes only.

Click Yes or No.

If yes, how many hours of leave time did you use during this week?

Only required if you entered yes to the question above.
Enter the total amount of leave hours you used for the reporting week. Do not enter any other symbols or letters such as hr or hours. If you took a partial hour of leave, enter the amount as a decimal. For example, if you took 6 hours and 30 minutes of vacation leave, enter it as 6.5. You do not need to designate the specific type of leave that you took, only the total hours of all leave taken for the reporting period.

Note: Leave hours are not being reported to the Employment Department at this time; this information is for internal reporting purposes only.

Total Reported Hours *

This is the sum of your Actual Hours Worked + the total Leave Hours you used for the reporting week.
Example:If you had 24 hours of Actual Hours Worked and 8 hours of Leave, you would enter 32 in this field.

Note: These hours should not be more than your agreed upon Work Share reduced weekly work hours.The Total Reported Hours field is the information that is being reported to the Employment Department at this time.

Do not enter any other symbols or letters such as hr or hours. If the total includes a partial hour, enter the amount as a decimal. For example, if you have a total sum of 30 hours and 30 minutes, enter it as 30.5.

Consistent with university policy, all employees are expected to demonstrate honesty in communication and conduct. Accordingly, I attest that, to the best of my belief, the information submitted in connection with this request is true and correct. Confirm this statement below:*

Click Yes or No
Yes - means that you agree to the statement
No - means that you do NOT agree with the statement

Note: If you answer No to this question, you will be ineligible for Work Share benefits for the reporting week.

Please confirm your agreement to participate in the Work Share program and to allow UO to submit this information on your behalf: *

Click the statement below that you agree to:

  • I give UO permission to file a Work Share unemployment claim on my behalf with the Oregon Employment Department for continuation in the Work Share program.
  • I DO NOT give UO permission to file a Work Share unemployment claim to the Oregon Employment Department on my behalf. *Note: this selection will make you ineligible for Work Share benefits for the reporting week.