Payroll processes and resources
Overpayments
An overpayment occurs when an employee is paid for hours they did not work or paid at an incorrect rate. ASU is required by law to recover these funds. A series of state and federal regulations govern the overpayment process. Employees must notify their department immediately if they discover an overpayment on a paycheck to comply with these regulations. Departments should reconcile their payroll on a timely basis to ensure that no employees are overpaid.
Repayment process
Once notified of an overpayment, payroll services will provide the department administrator with a payroll deduction agreement and an overpayment schedule for the employee. Repayment should be made in full immediately. However, some overpayments may be substantial, and an immediate repayment may be a financial burden to the employee. Accounting Services will work with the employee to identify a mutually agreeable repayment solution in those instances. If the employee fails to respond to the payroll deduction agreement within 10 days, payroll deductions will begin on the next pay period per the terms outlined in the document.
Federal law treats wage overpayments the same as any other wages the employee might receive. As long as the employee repays the overpayment within the same taxable year, all taxes may be refunded, and the employee’s W-2 will reflect the correction. If repayment is received after the end of the tax year in which the overpayment is made, the W-2 cannot be changed for federal income or state taxes. Only social security taxes can be refunded.
Because of these circumstances, payroll will request net pay as the reimbursable amount if the repayment is made in the same year as the overpayment. If the repayment is not made until a later tax year, federal law requires payroll to request gross pay less Social Security taxes as the reimbursable amount. Refer to IRS Publication 525 for more details.
Appeal of determined repayment amount
An employee who wishes to appeal the amount and duration of the repayment may send an email to FS Payroll. All appeals are approved by the senior director of accounting services.
Resources
- I-9 handbook — U.S. Citizenship and Immigration Services
- Overtime policy
- Payroll action request
- Payroll calendars
- Vacation policy
Staff
Main office: Call 480-965-3601 or fax 480-302-8543.
| Name | Title | Responsibility and department codes | Phone |
|---|---|---|---|
| Aimee Riche | Associate Director Financial Services | Payroll, Time Tracking and Scheduling Services | 480-965-5036 |
| Geraldine Peterson | Senior Financial Services Manager | Payroll, Time Tracking and Scheduling Services | 480-965-3647 |
| Veronica Robles | Payroll Accountant Senior | Executive Administration — SO000001 Government and Community Engagement — SO009268 Office of the Chief Operating Officer — SO007339 Office of the President — SO009277 University Design Institute — SO009307 Office of University Events and Protocol and Alumni Association — SO009163 and SO009174 | 480-727-1044 |
| Josephine Bigard | Financial HRIS Data Analyst Senior | Arizona Board of Regents — SO009475 ASU Health — SO009194 Center for the Future of Arizona — SO000033 Enterprise Brand Executive and Administrative — SO009391 Office of Applied Innovation — SO009308 | 480-965-4807 |
| Rhonda Onisile | Financial HRIS Data Analyst Senior | MRSC ASU News — SO009283 Office of General Counsel — SO009187 Office of University Affairs — SO009230 Sun Devil Athletics — SO009011 | 480-965-1191 |
| Time Tracking Scheduling Analyst | ASU Libraries — SO005885 Barrett Honors College — SO003359 Learning Enterprise — SO007249 Provost — SO000048, SO005978, and SO006409 UASS — SO008294 University Planner — SO009225 University Real Estate Development — SO007999 | 480-965-1154 |
| Tracy Brown | Payroll Specialist Senior | Business and Finance Support Services and University Business Services — SO007702 and SO007998 Edson College of Nursing and Health Innovation — SO004962 Engineering — SO001106 Facilities Development and Management — SO008093 Office of Human Resources, Office of Planning and Budget, and ASU Police Department — SO008003, SO008082, and SO008035 | 480-727-7747 |
| Kristen Perez | Payroll Specialist Senior | College of Global Futures — SO006608 EdPlus — SO002811 NCIAS — SO003522 CLAS — SO003906 W.P. Carey School of Business — SO000049 University Academic Success Program — SO005754 | 480-727-7070 |
| Freida Brice | Payroll Specialist Senior | College of Health Solutions — SO003123 College of Integrative Science and Arts — SO003439 Enterprise Technology — SO007345 Graduate College — SO003096 Herberger Institute for Design and the Arts — SO000546 John Shufeldt School of Medicine and Medical Engineering — SO006392 LAW — SO003777 School of Technology for Public Health — SO006412 TSGM online program — SO005678 | 480-965-5319 |
| Payroll Specialist Senior | Arizona PBS — SO009312 Cultural Affairs and Gammage — SO009351 Cronkite School — SO003703 Educational Outreach and Student Services — SO008300 Mary Lou Fulton Teachers College — SO005484 OKED, Research and Biodesign — SO006419 and SO006427 Watts College of Public Service and Community Solutions — SO005147 | 480-884-2759 |
Additional contacts
Contact the appropriate resource with questions about specific payroll deductions:
Time reporting
The employee and their immediate supervisor are responsible for accurate time and attendance reporting. A Timekeeper may be assigned to support the Manager in approving time for the employees within that organization. Timekeepers should have a direct line of sight over the employees for whom they approve time.
An Operational Timekeeper has access to all time-entry approval requests for the employees in the supervisory organization hierarchy. Operational Timekeepers approve time entries in exception scenarios to ensure timely pay. They must maintain approval documentation, which is subject to review and audit.
Documentation must show acknowledgment or approvals of hours by the direct supervisor or an equivalent individual or designee.
Employee responsibilities
- All employees: Request time off via the Absence Calendar per the leave and time off policies in the Staff Personnel Manual (SPP).
- Nonexempt staff: Accurately report hours worked daily. Time entries can be entered and submitted via the Time Entry Calendar in Workday.
Manager and timekeeper responsibilities
- All staff: Manage nonexempt schedules and requests, receive approvals for overtime or compensatory time, review and approve time off requests and submit required documentation within established deadlines.
- Exempt staff: Review and approve requests for time off submitted via Workday, as determined by the department. Review any email correspondence regarding the time-off requests that need to be finalized.
- Nonexempt staff: Review and approve timesheets to finalize. Retain any documentation of variations in the schedule and leave request forms.
Operational timekeeper responsibilities
- Compare the employee’s online timesheet with the documentation received.
- Ensure hours outside standard hours have approval documentation.
- Ensure all time signed and approved by a supervisor for their employees is finalized and accurately entered within established payroll processing deadlines.
- Exempt staff: Verify the entry of time off against the approved request.
- Nonexempt staff: Verify the timesheet is signed by the employee and supervisor.
- Report discrepancies between the timesheet and documentation to the employee’s supervisor for resolution.
Vacation and compensatory payouts
Vacation and compensatory payouts at termination or status change are now centrally mapped and funded. The ERE rate includes a component to fund vacation and compensatory payouts.