Repayment Options

Repayment Options

ACTIVE EMPLOYEES

Active employees can choose from the below repayment options. If the department or the employee is unsure which repayment option to choose, please contact the Payroll Office for guidance.

Please note that, in certain scenarios, repayment by check may be the only possible repayment option. (Example: active employees with very large overpayments in comparison to their current earnings.)

  • Paycheck Reversal
    • It may be possible to reverse the employee’s paycheck. When the overpayment is discovered, contact the Payroll Office as soon as possible to determine if this an option. If so, overpayment paperwork would not need to be submitted to the Payroll Office
    • If a Paycheck Reversal has been requested, please do not initiate any Payroll Accounting Adjustments (PAA) for this pay result until the reversal is completed in Workday.
  • Timesheet Correction
    • Repaying the University via a correction to the employee’s timesheet. This option can be chosen if it has been less than 90 days from the date the timesheet was submitted, approved, and paid (30 days for Med Centers employees).
    • Refer to the Correct Time Off User Guide for instructions on correcting the employee’s timesheet; overpayment paperwork does not need to be submitted to the Payroll Office.
    • The department is responsible for:
      • Ensuring corrections made to the employee’s timesheet are accurate
      • Verifying corrections to the earnings are reflected on their reports and budgets accordingly, including any calculations for premium time, if applicable
  • Absence Correction
    • If the overpayment resulted from late submission of unpaid time off, and the employee decides they would rather use paid time off to repay the University, the employee or department can make corrections to the absence record as long as these paid time off balances were available during the overpaid period(s).
    • Refer to the Manage Your Absence User Guide for instructions on correcting the employee’s absence record; overpayment paperwork does not need to be submitted to the Payroll Office
    • The department is responsible for:
      • Ensuring corrections made to the employee’s absence record are accurate
      • Verifying corrections to the earnings are reflected on their reports and budgets accordingly, including any calculations for premium time, if applicable
  • Total Gross
    • A one-time deduction of the gross overpayment from the employee’s wages. Once the overpaid earnings are corrected, taxes and appropriate deductions will automatically be adjusted. If the amount of the employee’s next paycheck is less than the full amount needing to be repaid, all available funds will be deducted from subsequent paychecks until the overpayment is fully repaid
    • Follow the Procedure for preparing and submitting overpayment paperwork to the Payroll Office.
  • Installment Deductions
    • A repayment plan spread over multiple pay periods until the overpayment is fully repaid. Installment deductions are taken each pay period based on the employee’s installment plan until paid in full. In the event the employee leaves the University of Washington, the overpayment balance will be deducted from their final payroll payment and/or leave cashout. If an overpaid employee is terminating, their department must notify the Payroll Office as soon as they are aware of it.
    • All installment agreements are subject to review when an employee’s status with the University of Washington changes, or their repayment plan falls below the minimum thresholds
    • If the overpayment balance is greater than the amount of the employee’s final paycheck, the remaining balance of the overpayment will need to be repaid via check
    • Follow the Procedure for preparing and submitting overpayment paperwork to the Payroll Office.
  • Time off Taken
    • Applying the employee’s current vacation and/or compensatory leave hours against their overpayment. This type of repayment will reflect in the employee’s leave balances only. The hours to be deducted from the leave balances would be equal to the overpaid hours.
    • This option requires prior review and approval from the Payroll Office and can only be used towards “REG” or equivalent hours. This repayment option will NOT credit overpaid funds back to the department’s cost center.
    • Future Time Off accruals and sick leave hours cannot be applied against a current overpayment.
    • Contact the Payroll Office to request approval to proceed with this option

TERMINATED EMPLOYEES and ACTIVE EMPLOYEES ON LEAVE

Employees who have separated from the University or are on a long-term leave of absence must repay the University via check, cashier’s check or money order.