Correcting an Overpayment
- Lori Nye
- Andrea Boehm
Correcting Overpayment in the Same Calendar Year
Recover the total net amount paid to the employee originally.
Void the original payment paid the employee.
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:
Copy the district files.
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.
4. Calculate what the employee was paid and what the employee should have been paid.
Request this amount from the employee.
In the District’s Live Account:
5. Deposit the payment from the employee into the payroll account.
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’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.
10. Issue the employee a W2C.
11. File a W3C.
12. File a 941X.