Correcting Pay Errors

A pay error occurs when a faculty or staff member does not receive the correct dollar amount in a paycheck. The amount could be either less or more than what should have been received and is the result of an underpayment, overpayment or missed payment.

If there is an error in the amount of pay, the employee should promptly bring the discrepancy to the attention of his / her Department Administrator so that corrections can be made as quickly as possible.

Once a pay error is discovered, the department must assess the reason why the error occurred and take the appropriate action as outlined below. The first step is to confirm that the information entered onto the paperwork or in an electronic submission was correct. If it was correct, the pay error correction process is used to report pay errors to the HRPC / Payroll.

There are several types of pay errors and each has its own requirements for address.

Incorrect Paperwork / Electronic Submission:

If the original paperwork or electronic submission was incorrect or received after the respective Closing Date / Deadline, a Pay Error Correction Form cannot be used.

  • Incorrect hire / rehire forms either submitted on paper or electronically through TBH must be corrected by completing a PAF
  • Incorrect electronic submissions into time entry systems that resulted in an underpayment must be corrected by entering the additional hours into the system

If the original paperwork or electronic submission resulted in an overpayment, see the Overpayment Recovery process in the Finance Gateway for information. Late Paperwork or Electronic Submission: Paperwork or electronic submissions received after the closing dates listed in the Payroll Calendar will be processed on the next available Payroll cycle.

Late Paperwork or Electronic Submission:

Paperwork or electronic submissions received after the closing dates listed in the Payroll Calendar will be processed on the next available payroll cycle.

 

Types of Pay Errors

Underpayments

An underpayment occurs when an employee does not receive the full pay amount in a paycheck either due to underreported hours, an incorrect salary amount or hire date or a missed payment. The correction steps differ depending upon the reason for the error.

Underpayments Due to Incorrect Entries:

If the underpayment is due to an to an  incorrect entry (FFE or other time entry system, TBH, Additional Compensation), follow the steps below:

  • Incorrect entry for support staff
    • If the hours/overtime amounts were incorrectly submitted by paper (very rare) or incorrectly entered in FFE or another time entry system, either due to data entry or the employee failing to report the correct hours, entere the hours into the system and the payment will be processed in the next regular paycheck provided it is entered by the Closing Date. Reference the Pay Calendar to determine the final entry date for each pay period and to determine when the employee will receive the pay.
  • Incorrect entry for faculty and staff
    • If the amount received was less either due to entering an incorrect Hire Date or Compensation Rate in Template-Based Hire, or via new hire paperwork, submit a PAF to make the corrections and the payment will be processed in the next regular paycheck provided it is received by the submission deadline.
  • Incorrect additional compensation entry for faculty and staff
    • If the add comp amount recieved is incorrect, there are several ways to correct this depending upon the type of error. Reference the Additional Compensation Payment training course in the Course Catalog for detailed information on how to correct additional compensation errors.
       

If the original paperwork or electronic submission resulted in an overpayment, see the Overpayment Recovery process in the Finance Gateway for information. Late Paperwork or Electronic Submission: Paperwork or electronic submissions received after the closing dates listed in the Payroll Calendar will be processed on the next available Payroll cycle.

 

Underpayments with Correct Entries:

The Pay Error / Correction Form is used to report paycheck errors to the HRPC when the original paperwork or electronic transaction submitted was correct and received by the respective closing dates per the payroll calendar and the  the employee did not receive the full amount of pay, submit the Pay Error/Correction Form located in Service Now.

The correct pay will be processed in the next available payroll cycle.

If the pay error is for a laid-off or terminated employee, it will be paid by the next weekly off-cycle.

 

Overpayments

An overpayment occurs when an employee receives more than the dollar amount in a paycheck either due to incorrect earnings entries for regular pay, overtime pay or additional compensation. Visit the Overpayment Recovery section of the Finance Gateway for information on how to process an overpayment.

 

Stop Payments

If it is realized that a paper check or electronic ACH direct deposit payment must be stopped, a stop payment can be issued. The form is located in Service Now. For additional payroll information please visit the Finance Gateway.