Payroll
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
Note: Contact backup only if you receive an out-of-office reply.
| Associate Director, Financial Services Aimee Clementi 480-965-5036 Payroll Fax: 480-965-0554 | Sr. Financial Services Manager Geraldine Peterson 480-965-3647 Fax: 480-302-8543 |
| Employee | Phone | Responsibility and department codes |
|---|---|---|
| Josephine Bigard Backup: Veronica Robles | 480-965-4807 | Arizona Board of Regents — Z0101 ASU Health — X1201 Center for the Future of Arizona — X0102 Enterprise Brand Executive and Administrative — X2301 Office of Applied Innovation — X2001 |
| Veronica Robles Backup: Rhonda Onisile | 480-727-1044 | Executive Administration — X0101 Government and Community Engagement — X1501 Office of the Chief Operating Officer — X0501 Office of the President — X1601 Office of Enterprise Planning and University Design Institute — X1801 and X1901 Office of University Events and Protocol and Alumni Association —X0901 and X1001 |
| Rhonda Onisile Backup: Josephine Bigard | 480-965-1191 | MRSC ASU News — X1701 Office of General Counsel — X1101 Office of University Affairs — X1401 Sun Devil Athletics — X0801 |
| Tracy Brown Fax: 480-505-0641 Backup: Kristen Perez | 480-727-7747 | Business and Finance Support Services and University Business Services — X0601 and X0603 CONHI Academic Enterprise — X0214 Engineering — X0204 Facilities Development and Management — X0608 Office of Human Resources, Office of Planning and Budget, ASU Police Department, and University Real Estate Development — X0604 and X0609 |
| Freida Brice Backup: Priscilla Cly | 480-965-5319 | ASU Library and University Registrar — X0219 and X0220 College of Health Solutions and Graduate College — X0206 and X0207 College of Integrations Science and Arts — X0209 Enterprise Technology — X0502 Herberger Institute for Designs and the Arts — X0203 LAW — X0212 TSGM online program — X0217 |
Priscilla Cly
| 480-884-2759 | Arizona PBS — X2101 Cultural Affairs and Gammage — X2201 Crokite School — X0211 Educational Outreach and Student Services — X0701 Learning Enterprise — X0401 Mary Lou Fulton Teachers College — X0216 OKED, Research and Biodesign — X0301 and X0303 Watts College of Public Service and Community Solutions — X0215 |
| Kristen Perez Backup: Tracy Brown | 480-727-7070 | Barrett Honors College — X0208 College of Global Futures — X0304 EdPlus — X0205 NCIAS — X0210 CLAS — X0213 W.P. Carey School of Business — X0202 University Academic Success Program — X0218 |
| FS Payroll | Overpayment | |
| DL.ORG.HR.Payroll | Voluntary deductions | |
| Garnishment | Garnishments | |
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 Personal 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 of the time off requests to finalize.
- 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.