UGA Overpayment Process 

1. If it’s determined that an employee should not be paid at all after the payroll has been confirmed * and the overpayment is discovered before the pay date, the department should complete an Off‐Cycle Payment Request to reverse payment.
2. If the payment has already been made:
   • 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, or for instances where the entire check was overpaid and the employee does not have another active position
   • Dept. should complete Overpayment Request by clicking Process Overpayment to the right.
   • Once the Overpayment Request has been submitted, a ticket will be created and assigned to Payroll If leave or hours need to be corrected the Payroll team will forward to:
     • Absence Mgmt – decreases in leave paid (this form will only be utilized if a substantial number of leave hours were paid in error)
     • Time & Labor – decreases in hours paid (this form will only be utilized if the adjustment goes back more than 28 days, otherwise department can correct hours and overpayment will be added to next payment automatically.
   • After approval from one of the areas above, the Overpayment Request is assigned back to Central Payroll and then processed.
3. If the employee is terminated or inactive:
   • Payroll will review the Overpayment Request and manually calculate repayment due from employee.
   • Payroll will respond back to department with amount due from employee. (See instructions below.)
4. If the employee is active and can repay in one payment:
   • Biweekly and monthly corrections to the rate will trigger retro adjustments on the next on‐cycle payroll.
   • Biweekly corrections to hours will trigger adjustments on the next on-cycle payroll.
     • Entering Prior Period Adjustments for a Punch Employee as a Supervisor
     • Entering Prior Period Adjustments for an Elapsed Timesheet Employee as a Supervisor
     • Entering Prior Period Adjustments for a Punch Employee as a Time & Absence Approver
     • Entering Prior Period Adjustments for an Elapsed Timesheet Employee as a Tme & Absence Approver
5. If the employee is active and has to repay in multiple payments:
   • Monthly – Payroll will set up negative Additional Pay on multiple checks.
   • Biweekly – If prior period adjustments result in a negative check, Payroll will set up negative Additional Pay on future checks.

Responsibility of department seeking repayment 

• 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.

* Per payroll calendars (https://busfin.uga.edu/payroll/calendar/ )