Overpayment Form Instructions

• If it is within 5 business days of pay date, submit a Stop Payment / ACH Reversal, and the payroll department can attempt to pull back the check. This will only be for gross overpayments where the entire check was overpaid and the employee does not have another active position.
• If the overpayment is not discovered within the 5 day window that a Stop Payment / ACH Reversal can be competed, then an overpayment form will need to be submitted.

• Retroactive corrections to an employee’s compensation rate or reported time and absences trigger retro adjustments, which are automatically applied to the employee’s next on cycle paycheck. No further action is needed if the overpayment amount is less than the employee’s regular pay.
• Departments have access to edit absences up to 90 days in the past, and edit reported time up to 28 days in the past. Please reference the knowledge base for instructions on how to edit absence requests and reported time.
• PLEASE NOTE: If the department is unable to edit time or absences to resolve an overpayment, an overpayment form will need to be submitted to payroll. Payroll will coordinate with the appropriate team who can make the adjustments on the department’s behalf.

• After the employee’s job data and/or timesheet has been corrected, the department should submit an overpayment form which generates a ticket that is assigned to payroll.
• Note: If the department is unable to update time and absences themselves, they will need to include the specific adjustments that need to be made either in the details section or as an attachment on the form so that the appropriate team can make those adjustments on the department’s behalf.
• Payroll will review and coordinate with the department via the ticket to divide the overpayment between multiple future paychecks. Please note that payroll will divide the overpayment amount between as few paychecks as possible so that the full amount is repaid timely.

• After the employee’s job data and/or timesheet has been corrected, the department should submit an overpayment form which generates a ticket that is assigned to payroll.
• Payroll will review and manually calculate repayment due from employee.
• Payroll will respond to the department via the ticket with the amount due from the employee. See further instructions below.

Responsibility of department seeking repayment for terminated or inactive employees.

• Send an email with a read receipt or send a certified letter to the employee informing them of the overpayment. (Can call employee but also follow up with email or letter)
• If the employee does not respond to the initial email or letter within 15 days, then a 2nd email with a read receipt or a certified letter should be sent to the employee.
• If the employee does not respond within another 15 days, then a certified letter should be mailed to the employee.

• If the employee does not respond within 30 days from the last letter, send all documentation of collection attempts to Payroll. Payroll will follow up with the employee one more time and then turn the debt over to Accounts Receivable unless an alternate solution has been worked out between the department and Payroll.