Appeals Process

Appeals Process

A series of state (RCW 49.48.200, RCW 49.48.210) and federal regulations govern the overpayment process.

Concerns regarding overpayments should first be addressed with the department. If the department is unable to resolve the issue, an appeal may be submitted. However, appeals must be based on a valid challenge to the amount or the statement of facts surrounding the overpayment. The appeal must include a clear basis for review, and it is important to note that errors made by the University of Washington do not constitute a valid reason for appeal and will be denied. As a reminder, Washington State Constitution, Article VIII, Section 5 states: “The credit of the state shall not, in any manner, be given or loaned to, or in aid of, any individual, association, company or corporation.” There is no time limit on the collection of debt to the state.

Requests to appeal the overpayment must be submitted in writing to the department within 30 days of the overpayment notification. The department will conduct a review and respond to the appeal. The decision must be in writing and sent to the home address of the employee by certified mail, return receipt requested.

If the department receives notification of appeal of the overpayment, they must contact the Payroll Office immediately to prevent the account from being sent to collections while the overpayment is being disputed.

If the employee is unsatisfied with the decision, they can request an adjudicative proceeding within 28 calendar days of receipt of the department decision. UWHR and the Payroll Office will conduct adjudicative proceedings. If the employee has not responded within 28 calendar days to the resolution decision then the employee defaults and must pay the amount of the overpayment determined by the department and on the notification form (or the net amount as calculated by the Payroll Office if employee is terminated or on leave).

Classified staff must use the grievance procedures contained in their collective bargaining agreement to request an adjudication meeting.