UPB Responsibility for Overpayments

University Payroll & Benefits communicates with employees and employing units throughout the overpayment recovery process. UPB processes overpayment adjustments to correct earnings, taxes and deductions.

Communication

For an active status employee, UPB sends an electronic notification to the employee’s email address listed in Banner. For an employee in an inactive or terminated status, a notification will be sent to the mailing address (MA) or permanent address (PR) in Banner, plus a copy via email. The contact person for the employing unit identified in the ANA transaction will receive an electronic copy in email.

• If the gross amount of overpayment is 20% or less of the regular gross pay, UPB will send an Overpayment Notification to the employee and the unit indicating the overpayment amount.
• If the overpayment amount is more than 20% of the regular gross pay, UPB will send an Overpayment Notification to the employee and the unit indicating the overpayment amount. The notification specifies a two-week deadline by which the employee must contact UPB in order to make repayment arrangements or to request a review.

Once UPB sends the Overpayment Notification the unit should be prepared to communicate with the employee and UPB Customer Service.

If an employee enters into a repayment arrangement to spread out payments, UPB will notify the unit contact of the terms.

If the employee requests a review of the overpayment, a meeting will be set up within 30 days with the individual, unit representative and the Director of UPB (or designee) to seek resolution. Please contact UPB Customer Service to request a review.

Upon full collection of an overpayment, the employing unit and the employee will receive an Overpayment Closed Notification.

The Overpayment Summary (HROVRPYMTS) report is available in Mobius View by the seventh of each month providing details on the prior month's overpayment activity.

Processing

It is the responsibility of UPB to process overpayment adjustment transactions following the recovery process guidelines (see the Overpayment Recovery Process page). Each transaction will be processed promptly to ensure recovery whenever possible.

All overpayment recaptures are credited to the department.