Overpayments occur when an employee receives more money than they are entitled to. Overpayments fall into one of four categories: salary overpayments, missed deductions, missed FICA taxes or State Tax/Federal Reclass.
Overpayments should be submitted via the Payroll Request module before correcting Position and Job Data. This will ensure earnings dates and job data fields like compensation rate, are not adjusted prior to the overpayment transaction. For example, if an employee on Short Word Break was paid in error in October and the Job Data is corrected before the overpayment is processed, the earnings dates needed for October will not be available when you access the Payroll Request module.
For exempt employees, overpayments for PFCB need to be corrected by UCPath Center. Submit an inquiry to UCPath Center to process a reclassification of earnings, do not process an E-078.
For more information about the Overpayment process refer to FAQ Overpayment Process
A Payroll Adjustment that cannot be accurately submitted via an Off-Cycle request/Overpayment request, must be submitted via UCPath Inquiry. The Payroll Adjustment form is available in the Forms Library. Navigation: Log in to UCPath > Forms Library > Access Forms > Payroll > Payroll Adjustment Form Template. Submit a completed Payroll Adjustment Form by logging in to UCPath and clicking “Ask UCPath.” Use the following options when creating your inquiry:
Instructions for completing the form can be found in the Payroll Adjustment Scenarios presentation in the UCPath Location Support Site
Salary overpayments: Common triggers for salary overpayments are incorrect FTE, incorrect compensation rate, missing termination date, multiple payroll file submission, off-cycle/same-day/Instant Pay Card request duplication.
Missed deductions: The trigger for missed benefit deductions is typically a late benefits enrollment. However, benefit enrollment errors can occur as well causing employee’s to be classified incorrectly, which can result in a missed or under-contribution.
Missed FICA taxes: The trigger for missed overpayment taxes is incorrect job data and/or incorrect student exemptions.
State Tax/Federal Reclass: The trigger for missed/ under deduction is due to federal withholding or state residency changes.
UCPath transactors
To process a pre-conversion overpayment, submit a ticket to HR-Central Payroll at support.ucsd.edu/path. Be sure to include the following info in your ticket:
If the employee has multiple jobs, make sure you are selecting the correct Empl Record.
If the employee has any current overpayment requests that are unapproved or unprocessed, they will display on the right side of the Overpayment Payroll Request page in the Current Payroll Requests section.
For hourly pay, enter the Earnings Begin and Earnings End dates (these must match) and enter the Hours overpaid that day as a negative number; you must enter one row per day they were overpaid.
For salary pay, enter the Earnings Begin and Earnings End dates to reflect the first and last days of the pay period; you must enter one row per pay period they were overpaid.
For flat dollar amount pay, enter the Earnings Begin and Earnings End dates (these may be a range) and the Earnings amount as a negative number
Salary % = percentage of the monthly salary that was overpaid entered as a positive number (Standard Hours associated with Earnings Dates / Total Working Hours for the month) x FTE
Find the total working hours for the month on the UCPath Monthly Working Hours Calendar (Quicklinks > Payroll Resources > Location Users - Administrators > Payroll Processing Schedules & Working Hours > Working Hours Calendar)
Salary % calculation examples:
The Hours and Calc Salary data are automatically calculated
For discrepancies with the Calc Salary value, provide detailed notes in the Comments – do not modify the Salary %
The Pay End Date field defaults based on the current pay cycle (monthly or biweekly) and cannot be updated. For exempt/monthly records, it may also show the upcoming BW on-cycle pay period end date. This field can’t be changed but will automatically update after the GL Post Confirm of the current pay cycle. Either wait to enter or use the Initiator Comments to enter any hours, salary, or amount overpaid after the Pay End Date.
Use the Leaves tab to enter accrual hours (e.g. sick, vacation, etc.) overpaid. The Earnings Begin and Earnings End dates must match and enter the Hours overpaid that day as a negative number; click the [+] to enter a separate row for each day of accrual overpayment.
To view all entries, click the View All link; there will be blank rows on the Leaves tab that correspond to rows entered on the Earnings tab and vice versa, this does not affect data enter but DO NOT delete the blank rows as this will delete the rows on the other tab.
Initiator Comments should include:
UCPC will process the request for the overpayment, which includes
UCPC will share the Overpayment Recovery Packet with the Overpayment Request initiator via UCPC Case; it will come as an attachment to an email
The Initiator must share the Packet with the employee and ensure the Repayment Agreement is returned to UCPC within 10 business days
Submit questions about the Overpayment Packet via case on UCPath Online.
When UCPC finishes processing the overpayment, you can review it on the Review Paycheck Summary page; it will appear as an off-cycle check with negative amounts. This does not mean the money has been taken from the employee. This is just the system reflection of the overpayment having been processed.
If the employee re-pays the overpayment online, they will see a reduced YTD earnings amount on their paycheck; if they have the pay deducted from their paycheck, that deduction will show as a line item in the earnings statement in which it was deducted