Once you have identified an overpayment that is over $5.00, there are three documents you will need to assemble and submit to the Payroll Office. In addition, submit any supporting documentation such as HEPPS screen 22 - check history detail or the check history screen on Employee Overview in OPUS, and other documents you feel may be helpful. Overpayments of $5.00 or less will not be processed.
This document contains the information the Payroll Office needs to process the overpayment, for example, in what pay period did it occur, on what budget, and what was the earnings type.
This document informs the employee that an overpayment occurred and for how much. It is critical that employees receive this letter and sign and date it along with the Option Form. The date of the Notice Letter sets the timeline for all Payroll Office actions.
This document shows the employee the amount of the overpayment and lists repayment options. Employees are to check the box by their preferred option, sign the form, and return it to their Payroll Coordinator.
When you have assembled the Worksheet, the signed Notice Letter, and the signed Option Form, send all three to the Overpayment Accountant in the Payroll Office. If the employee does not respond to the Notice Letter in 14 days or refuses to sign, send copies of the unsigned documentation to the Overpayment Accountant. From that point, the recovery effort will be taken over by the Payroll Office. For more information on what happens when the paperwork comes to the Payroll Office, see our detailed description page.
Separated Employees
If you identify an overpayment for an employee who has separated from the University, you will need to contact the Overpayment Accountant in the Payroll Office immediately. This is because separated employees have only one repayment option: they must write a check for the net amount of the overpayment. The calculation to determine the correct net can be fairly complicated and involved, so please send us the Overpayment Worksheet as soon as possible, and allow 2-4 weeks turnaround time. You will receive a form showing how the net was calculated and a Net Option Form. Send these documents, along with the Notice Letter and Worksheet, to the employee. If the separated employee does not respond in 14 days or refuses to pay, send copies of all documents to the Overpayment Accountant in the Payroll Office.
Common Questions
An employee wants to write a check to pay back their overpayment. How do I determine what they owe?
This option is available only to separated employees, or those on long term leave. The department should never accept a check from an employee without first checking with the Overpayment Accountant.
What is the difference between the gross and net amounts?
The payroll system pays the employees a gross salary, and then (based
on
the number and type of deductions) issues a check for the net amount
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Payroll Box 355655 A Division of Financial Management payroll@u.washington.edu Modified: April 6, 2007 |
University of Washington 3903 Brooklyn Ave. NE Seattle, WA 98105
Office (206)543-9202 |