How to recoup overpayment to employee over several payrolls

Description of Issue

An Employee was overpaid in a warrant. The overpayment needs to be taken back from the Employee, but not in a single payroll.

How can I collect an overpayment that was processed to an employee?

Context

Cause

Employee overpaid in a prior payroll(s) that has been completed

Resolution

A special Pay Code can be set up in Pay Master, and the negative pay set up in Employee Job/Salary so that it is pulled into Payroll automatically.

Navigate to Payroll>Payroll Setup>Pay Master.
Click Add.
1. Use either Category (06-Misc/Other Pay) for hours to show in payroll or (04-Additional Comp) for no hours in payroll
2. Select Calc Code 21 Period Amount
3. Populate remaining fields as necessary
Click Save.
Navigate to Payroll>Employee Maintenance>Employee Job Salary.
Click Add.
1. Enter Employee Number, Job Class, and Position Number (if applicable)
2. Enter Pay Code.
3. Enter Effective Date and Start Date to match when the Negative Pay should generate into payroll.
4. Enter Pay End date to match last day of Payroll Period where last amount will be taken for employee.
5. Enter the number of pay periods and other applicable fields.
6. Enter Negative Pay Period amount and TAB.
7. The annual will populate based on Number of Pays and Period Amount with the total negative overpayment due.
Click Save.

Additional Information

This method can be used when the repayment should be collected over a time period.
It is recommended that the steps above be done in a non-prod environment first, and a test payroll run to ensure results are as expected.

Secondary Solution:

Site can also issue a negative pay line in the payroll until the overpayment has been resolved.
- For instance, an employee normally gets paid $1000.00 each payroll. And they were overpaid by $200.00.
- A site can add a negative pay in the regular payroll.
- In this example, the employee would have 2 pay lines in the payroll, one for $1000.00, and one for -$200.00.