Overpayments Procedure

Overpayments Procedure

Notification Process

ACTIVE EMPLOYEES

1. Once an overpayment has been identified, the employee’s department is to download and complete BOTH the Overpayment Worksheet (Excel doc) (refer to the instructions for field-by-field guidance) AND the Notification of Payroll Overpayment for Active Employees form (Word Doc). Use this form if the employee has enough earnings to make minimum installment payments.
2. The department provides the completed paperwork to the employee. The department must obtain proof that the documentation was delivered to the employee, per the following guidance:
   1. If the documents were delivered to the employee via Certified Mail with Return Receipt Service, valid proof of delivery is a copy from the US Postal Service of the Certified Mail Receipt and the signed Returned Receipt (green postcard).
   2. If the documents were delivered to the employee in person, valid proof of delivery is either the signed Notification from step 1 or a signed Acknowledgement Letter (Word doc), obtained from the employee within two business days. If the department does not have/is unable to obtain either signed document from the employee within two business days, please deliver the documents from step 1 to the employee via Certified Mail.
3. The employee’s department is to discuss and/or clarify the overpayment with the employee
4. The employee’s department is to email the following to the Payroll Office:
   1. Subject: “Overpayment – [Employee Name], [EID]”
   2. Attach the completed Overpayment Worksheet (in Excel) from step 1 AND either:
      • the completed and signed Notification of Payroll Overpayment form (in Word) from step 1
        -OR-
      • proof of delivery from step 2, if the Notification of Payroll Overpayment form is not signed

If the employee has not responded or signed the appropriate paperwork within 30 days, please forward the Notification of Payroll Overpayment, the Overpayment Worksheet, and proof of delivery to the Payroll Office for further recovery efforts

TERMINATED EMPLOYEES or ACTIVE EMPLOYEES ON LEAVE

1. Once an overpayment has been identified, the employee’s department is to download and complete BOTH the Overpayment Worksheet (Excel Doc) (refer to the instructions for field-by-field guidance) AND the Notification of Payroll Overpayment for Terminated or On Leave Employees (Word Doc). Leave “Net Amount due” and “Amount due after the end of the year” blank.
2. The employee’s department is to email the following to the Payroll Office:
   1. Subject: “Overpayment – [Employee Name], [EID]”
   2. Attach the completed Overpayment Worksheet in Excel and Notification form from step 1
3. The Payroll Office will send the Net Calculation Worksheet(s) to the department. Separated/ on leave employees must repay a net amount, which is calculated by the Payroll Office. Recovery of deductions and taxes are governed by state and federal rules, and each overpaid pay period requires individual analysis.
4. Within two business days after receiving the Net Calculation Worksheet from the Payroll Office, the employee’s department is to send the following to the employee via Certified Mail with Return Receipt Service and regular USPS mail:
   1. the Overpayment Worksheets
      -AND-

   2. the completed Notification of Payroll Overpayment for Terminated or On Leave Employees from step 1

      -AND-

   3. the Net Calculation provided by Payroll
5. The employee’s department is to email one of the following proofs of delivery to the Payroll Office:
   1. the signed Notification form from step 1
      -OR-
   2. a signed Acknowledgement Letter (Word doc)
      -OR-
   3. A copy from the US Postal Service of the Certified Mail Receipt and the signed Returned Receipt (green postcard).
      1. If choosing this option, please include the Employee Name and EID in your email to the Payroll Office
6. The terminated or on leave employee is to send their repayment check(s) to the Payroll Office at this address:
   University of Washington
   Payroll Office
   Box 359555
   Seattle, WA 98195
7. Once the repayment has been made in full, the Payroll Office will make the necessary entries in Workday to credit the department’s cost center, including earnings, deductions, taxes and contributions