ࡱ> gOh+'0  < H T `lt|Ӱɴý Normal 38Microsoft Office Word@hgC@\:*@!|@rMQ՜.+,0 hp  Ӱɴý%  Ӱɴý Title38Microsoft Office Word@hgC@\:*@!|@rMQ467 !#$'()*+R2\2^2$4&4B4L4N46&6(68üøôê}yuqh%D*hBhuChh5CJaJh"hy hJMhohjhjhUh&h:5>*h:h& h&hu[ h&h& h&h:h\h,"z5CJ aJ h\h\5CJ aJ h Ihw5CJ aJ hw5CJ aJ ) Ӱɴý RECOUPMENT OF OVERPAYMENT POLICY The purpose of this policy is to establish procedures which will be followed when an employee has been overpaid. Overpayment occurs when compensation that is not owed to the employee is paid in error. This includes but is not limited to overpayment of wages, annual leave paid in error, as well as, erroneous refunds of deductions. Unearned payments to employees are prohibited by Article 7, Section 14 of the Louisiana State Constitution which prohibits the donation of public funds. As a result, Ӱɴý is required to recoup overpayments from both active and separated employees. Notification to Active/Separated Employee of Overpayment: Employees will be notified in writing by the University Controller immediately once it is determined that an overpayment has been made. The notification to the employee will include the following information: (a) Pay date(s) the overpayment occurred; (b) amount of the overpayment; (c) plan of action for recoupment; (d) employee options for reimbursement of overpayment, and (e) for separated employees demand for repayment. This notification is not asking for permission to recoup the overpayment; instead, it is notification to the employee of the overpayment. Recoupment from Active Employees: The following repayment options are available: One-time deduction from a subsequent check: if the amount of overpayment is $100 or less, a one-time payment will occur from a subsequent check as long as the deducted amount does not bring the employees biweekly gross hourly wage amount below the federal minimum wage unless indicated by written approval from the employee. Payment Plan: if the amount of overpayment is $101 or more, a recurring deduction can be established. the number of recurring deductions will be determined by the Assistant Vice President for Business Affairs for Financial Services/Controller based on the amount of overpayment, as long as the deducted amount does bring the employees biweekly gross hourly wage amount below the federal minimum wage unless indicated by written approval from the employee. RECOUPMENT OF OVERPAYMENT POLICY PAGE 2 the number of recurring deductions shall occur in the same fiscal year as the overpayment. The deducted amount will not be allowed to bring the employees biweekly gross hourly wage amount below the federal minimum wage unless indicated by written approval from the employee. 3) Personal payment from employees: - only in the case when the employee will not receive subsequent paychecks sufficient to repay the overpayment through payroll deduction will a personal payment be accepted. - this may be in the form of check or money order made payable to Ӱɴý. If an employee who has been overpaid is separating from employment, the amount of overpayment will be withheld from the employees final paycheck. If the full amount is not recovered, then the guidelines for Recoupment from Separated Employees will be followed. Recoupment from Employees Transferring to Another State Agency: If an overpaid employee is transferring to another state agency and the recoupment process has not been completed, the Human Resources Department will notify the new agency that the employee has an outstanding balance due, and will work with the new agency to determine a reasonable solution for recouping the overpayment from the employee and for transferring funds received back to Ӱɴý. The amount of recoupment established can not bring the employees biweekly gross hourly wage amount below the federal minimum wage unless indicated by written approval from the employee. Recoupment from Separated Employees: The following repayment options are available: One time payment from the employee: if the amount of overpayment is $500 or less, a one-time personal payment will be required in the form of a check or money order made payable to Ӱɴý. Payment Plan if the amount of overpayment is $501 or more, a payment plan of multiple payments may be established as agreed upon with the Assistant Vice President for Business Affairs for Financial Services/Controller. the number of multiple payments shall occur in the same fiscal year as the overpayment. RECOUPMENT OF OVERPAYMENT POLICY PAGE 3 Legal action will be taken for all overpayments not recovered. Employee Dispute: If the employee is in disagreement with the overpayment, he or she must provide a written statement of disagreement to the Director of Human Resources along with any supporting documentation no later than 15 business days from the date of Notification to Employee of Overpayment. Ӱɴý RECOUPMENT OF OVERPAYMENT POLICY ACKNOWLEDGEMENT FORM I have received a copy of the Ӱɴý Policy Recoupment of Overpayment policy. I understand that I have an obligation to read, become familiar and comply with these rules and regulations as an employee of Ӱɴý. I also understand that failure to comply with this policy is cause for disciplinary action and/or termination. _____________________________________ Employee Signature _____________________________________ Print Name _____________________________________ Department _____________________________________ Date Signed     ;=RY' 2 4 q u  J  0 2 n jDEIYZzrstټٸٴǭ٩٩٩٩թh[h|h=hJfhi huwhy} h+5>*hu[hXFh` hu[5>*h+h+5>*h&hPh+h Ih I5CJ aJ h Ih I5CJ aJ h_]5CJ aJ 9<=>   2 3 b c stugd[8^8gd[8^8gdy} & Fgdy} & Fgd+gd I$a$gd I'*tu&(Lf 12QR@`㿷~wsohPh{? hXF5>*hXFhXF5>*hXFh T?hi h"G hf5>*hfh~5>*hfhf5>*hfhPhf5 h_o5hWhhm{h$ h$h$h`hu[h|h[h[5CJaJh_oh[5CJaJh +u23 & Fgd{?gdXFgdf p0^p`0gd[^gd[ & Fgd$8^8gd[gd[`#;hm8RSTUVgh689Bkl侶sh Ih,"z5CJ aJ h\ hihih&hu[hi hi5>*hihi5>* hm{5 hi5 hYV5hPhYV5hPh~5hm{5CJaJh/=5CJaJh_ohm{5CJaJhm{h T?hJfhPh2h{?hXF)TUVhi78AB$a$gd\$a$gdwgdu[gdYVgdm{ & Fgd{? & Fgd{?()*+T2V2X2Z2\2^2D4F4H4J4L4N46 6"6$6&6(68$a$gd:BCDEk~  "#%&'($a$gd:gdu[,1h/ =!"#$% more than $100not FinanceFinance 467 !#$'()*+R2\2^2$4&4B4L4N46&6(6üøôê}yuqh%D*hBhuChh5CJaJh"hy hJMhohjhjhUh&h:5>*h:h& h&hu[ h&h& h&h:h\h,"z5CJ aJ h\h\5CJ aJ h Ihw5CJ aJ hw5CJ aJ (()*+T2V2X2Z2\2^2D4F4H4J4L4N46 6"6$6&6(6$a$gd:more than $100not more than $500 FinanceFinance 2QHX ? 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