Overpayment Form

Instructions and processes for the following scenarios can be viewed here.


  • If employee should not be paid at all
  • If payment has already been made
  • If employee is terminated or inactive
  • If employee is active and can repay (in one payment)
  • If employee is active and can repay (in multiple payments)


QUERY TO FIND EMPLOYEE INFORMATION AND COMBO CODES

You can search by employee name find the employee information needed for this form in the Job Data plus Combo Code query. In the query, click on the magnifying glass next to "Employee ID" to search by name. You can use this query to find data needed on this form such as EmplID, Record #, HR Department, Position #, and Payroll Group.


To get started...

Is the employee's job data correct at this time?*

Job Data Instructions


***NOTICE***

Please do NOT complete this form if the job data has not been corrected. If submitted before the job data has been corrected, this request will automatically be placed into a "Cancelled" status and a new request will need to be filled out. To correct the job data please see the information below.


Start Date/Hire dates are incorrect: Email University Human Resources at hrweb@uga.edu with justification of the change in dates.


Termination date is incorrect: Information on requesting a termination of an employee can be found in our Knowledge Base by clicking here


Short Work Break (SWB/RWB): Information on filing this request can be found by click here


Other: For information on other specific job data corrections, please email University Human Resources at hrweb@uga.edu.

Is this individual paid biweekly?*
Has it been less than 28 days since the overpayment occurred?*

If biweekly and less than 28 days

Good news! You can resolve this directly in the system without having to complete this form by completing a "prior pay period adjustment." Instructions are available through the following links for punch time employees and for elapsed time employees. Please close this form and do not submit. Thank you!

Do you still need to complete the form?

Employee Information

Name of the employee who was overpaid.

Please select the employee's pay group. You can find this in the query linked in the description section of this form.

Select
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You can find this in the query linked in the description section of this form.

You can find this in the query linked in the description section of this form.

Enter the OneUSG Connect Position number. You can find this in the query linked in the description section of this form.

Please select the employee's school, college, or VP unit.

Select
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Please double check major unit selection

You have selected VP for Finance & Administration (F&A). Note that the F&A units are listed separately on this form. For example, if you are a member of Auxiliary, ESD, Finance, FMD, OUA, UGAPD, etc., please select that unit on the list above rather than VP for F&A. Thanks for your time!

Please select or enter the individual's HR department. You can find this in the query linked in the description section of this form.

Select or enter value
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Overpayment Information

Just double checking: Please confirm the employee's pay frequency:*

*If biweekly-paid and within 28 days, the unit can make that change themselves and do not need to submit the form. (Note: Notify payroll if this needs to be split over multiple checks.)

Gross amount that was overpaid (in $)

Repayment Information

By checking below, the department and employee acknowledge and understand that the full overpayment amount will be deducted from their next paycheck if possible.

Employment Status*

Is this individual currently an active UGA employee?

Repayment Method

Because this individual is no longer an active employee, UGA Payroll will collect this overpayment amount from the post-employment vacation time payout if possible. If this is not possible, the individual will need to repay this amount via a check paid to the University of Georgia.

Contact Information

If inactive, does the department have the contact information for this employee. If not, we will use his/her UGA email and/or alternate email on file.

Does the employee need to explore other payment options?*

Please note that overpayments need to be resolved as quickly as possible and that repayment plans will be offered in extreme circumstances only. Repayment options may be limited based on calendar and/or fiscal year end.

Across how many checks should we split the repayment?*

Requestor Information

Please insert your name here as the individual making this request.

Please insert your email here as the individual making this request.

Please enter your MyID.

Please insert your phone number here as the individual making this request.

Phone

Please enter the email address of the overpaid employee's supervisor. S/he will receive a notification of the overpayment for awareness.

Payment Information

Multiple Combo Codes and amounts can be listed for the original funding sources paid (14 digits each). How many combo codes will you be adding?*

Note: We will ask for the split in Actual Gross amount for each Combo Code. This information can be found in the combo code query linked in the description of this form.

Combo Code #1

Please enter 100% if only entering one combo code.

Combo Code #2

Combo Code #3

Combo Code #4

Combo Code #5

Combo Code Comments

Pick the choice that best fits the reason of overpayment.


  • If an active employee and the overpayment is in the same calendar year, the overpayment amount will be added as a negative earnings adjustment on the employee's next on cycle check.
  • If the employee is inactive or terminated, the department will be contacted regarding the amount due from the employee and is responsible for collecting payment from the employee.
  • If the overpayment is from a prior calendar year, the employee will be required to repay any applicable federal and state withholdings.


Any additional details regarding this overpayment.

Drag and drop files here or