Payroll Overpayments

Marymount University endeavors to make timely and accurate payroll payments to employees.  However, due to errors in processing, timeliness of submission, or reporting, an employee may occasionally be paid more or less than is owed.  

Employees, supervisors, departments, and Human Resources have the responsibility to prevent and report any overpayment or underpayment immediately to, regardless of who made the error.  

Administration Process 

When an error is reported, Payroll will: 

  • Confirm the gross salary overpayment; 
  • Calculate the net overpayment due; 
  • Notify the employee of the overpayment and repayment options.  Provide the employee with an opportunity to choose an option; 
  • Document on the employee’s record in Workday the notification to the employee, including any response by the employee and any repayment schedule; 
  • Manage the recovery process; 
  • Credit the department after the overpayment is fully recovered; 
  • Reconcile the overpayment amount; 
  • Complete a W-2C, if applicable. 

Recovery of Overpayment

  1. If the overpayment is less than $100, it will be deducted from the employee’s next paycheck following notification unless the employee arranges a different repayment option. An overpayment amount over the $100 can be repaid over a period of time, not to exceed one year, or an amount of time equal to the time over which the overpayment was incurred, whichever is shorter. Payroll will perform due diligence to collect any overpayment in the calendar year in which the overpayment occurred.
  2. Repayment options:
    • Pay online using a debit or credit card  
    • Set up payroll deduction 
    • Repay by personal check – Mail to Payroll 
  3. If the employee terminates employment before the overpayment has been fully recovered, Payroll may deduct the outstanding amount of the overpayment from the employee’s final paycheck including from any accrued If there is an unpaid amount left after the final paycheck deduction, the University reserves the right to continue the recovery process, including external collections.
  4. An employee must repay all overpayment amounts, regardless of how or why the overpayment occurred.
  5. An employee’s department may not collect the overpayment or arrange a recovery schedule from the employee.