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Correcting Overpayment in the Same Calendar Year

1. Recover the total net amount paid to the employee originally.

2. Void the original payment paid the employee.

3. Process a special pay for the correct amount.

Correcting an Overpayment if the Payment Crosses Calendar Years

In a Copy of the District's Files:

1. Copy the district files. 

2. Void the original check.

• Go to the employee’s dashboard>Payments>Check the checkbox for the payment>Void. 
  Enter a void date>Click Confirm.

3. Process a special pay for the correct amount. This will allow the correct net pay and 
payroll item amounts to be captured.

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6. Open the December posting period

• Go to Core>Posting Period>Click on the Open icon.

7. Post adjustments to reduce the gross, applicable gross, and amount withheld for all 
payroll items affected. The adjustments amounts should be the difference in what was 
original posted and what should have been posted. Multiple adjustments will need to 
be posted so checking the Create New checkbox will keep you in the add mode after 
saving. 

• Go to Core>Adjustments>Create. Enter the employee, payroll item number, type, 
  transaction date (a December 2021 date), amount, description, leave all To Date options 
  checked. Click Save. 
  Continue entering adjustments until the gross, applicable gross, and amount withheld 
  are correct on all payroll item screens.

8. Post payables adjustments to reduce the overpayment to any deduction companies 
affected.

• Go to Processing>Process Outstanding Payables>Payables Adjustments>Create. Enter 
  the

  employee

  employee’s name, payroll item, the difference in what was paid and what should have 
  been paid for the employee/employer, description. Click Save.
  Continue entering payables adjustments for all payroll items affected.

9. Post a reduce of expenditure for the total of the check the employee paid back to the 
district.

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