Payroll

Overpayments

An overpayment occurs when an employee is paid for hours he or she 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. To comply with these regulations, an employee is required to notify his or her department immediately if he or she discovers an overpayment on his or her paycheck. 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 a payroll deduction agreement and an overpayment schedule to be provided to 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. In those instances, Accounting Services will work with the employee to identify a mutually agreeable repayment solution. 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 on 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 the 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, if the repayment is made in the same year as the overpayment, payroll will request net pay as the reimbursable amount. If the repayment is not made until a later tax year, federal law requires payroll to request gross pay日本一本道a不卡免费 less Social Security taxes as the reimbursable amount. Refer to 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 FSPayroll日本一本道a不卡免费. All appeals are approved by the senior director of accounting services.

Payroll processes

Staff

Note: Contact backup only if you receive an out-of-office reply.

Asst. Director, Financial Services

Aimee Clementi
480-965-5036
Payroll Fax: 480-965-0554

Manager Payroll Administration
Geraldine Peterson
480-965-3647
Fax: 480-302-8543

Employee

Phone

日本一本道a不卡免费Responsibility/Dept. codes

Giovanna De Luca
Back-up | Vanessa Helfrey
480-965-4807

日本一本道a不卡免费ABOR | Z0101

Cultural Affairs/Gammage | V0101

EHS | D1101
General Counsel | N0101

Liberal Arts/CLAS Social Science | B1701
North Central Association | H0105
Payroll General Deductions

President's Office | A0101
日本一本道a不卡免费WPC Business | B1601

Vanessa Helfrey

Fax | 480-505-0641
日本一本道a不卡免费Back up | Giovanna De Luca

日本一本道a不卡免费480-727-6421

Direct Deposit Refund

日本一本道a不卡免费EOSS | L0101

Graduate College | B1901

Marketing Enterprise Hub | S0102
Media Relations and Strat Communications | T0102
OKED/Research/Biodesign | E0102

日本一本道a不卡免费Provost Office | B0101

SDA | J0101

Tracy Brown

Fax | 480-505-0641

Back up | Vanessa Helfrey

 

480-727-7747

Barrett Honors College | B1201

Engineering | B1301

**Garnishment

FS/HR/FDM/Facilities/Administration/DPS | D0102

Institutional Analysis | C0102

Online and Extended campus | R0101
School of Sustainability/Materials | B2601
University Libraries | B1501

日本一本道a不卡免费University Technology Office | U0101

Freida Brice

日本一本道a不卡免费Back up | Giovanna De Luca

480-965-5319

Academic Senate | B0701

AISSS/UASP | B6001
日本一本道a不卡免费Downtown Campus/College of Law | M0101

Herberger | B0501

日本一本道a不卡免费Polytechnic campus |I0201

日本一本道a不卡免费Risk and Emergency Management | D1401

SFIS | B5001

日本一本道a不卡免费West Campus | G0206

Christina Rascon-Martinez

日本一本道a不卡免费Back up | Giovanna De Luca

480-965-5034 Lost checks/Expired warrants

Tirscha Gomez

 

480-965-6035 Overpayments

Time reporting

The employee and his or her immediate supervisor are responsible for accurate reporting of time and attendance. Department Time Administrators finalize the approval of time only after receiving confirmation or approval by the employee’s supervisor or manager.

Each college and administrative area must have a procedure in place that requires time reporting to be requested by employees and approved by their supervisors before DTAs approve time in PeopleSoft. Departments must maintain request and approval documentation, both of which are subject to review and audit. Refer to the guide 日本一本道a不卡免费for information.

Staff Responsibilities

  • All staff: Provide your supervisor or manager with a written request for all leave in accordance with SPP 702–01: Vacation Leave—General Policy and SPP 701–01: Sick Leave—General Policy.

  • Exempt staff: Enter exception paid time off into the Time and Labor Reporting system or via an alternative method as set by the department for all non-worked hours in a pay period.

  • Nonexempt staff:日本一本道a不卡免费 Accurately report the employee’s hours on a daily basis; time entries can be completed using online timesheet reporting, by submitting a paper timesheet or using an alternative method as set by the department to the supervisor or manager.

Supervisor and Manager Responsibilities

  • All staff: Manage nonexempt schedules and requests; receive approvals for overtime/compensatory time; review and approve leave requests, and submit required documentation to DTA within established deadlines.

  • Exempt staff: Review and approve requests for exception time submitted via email or an alternate method, as determined by the department. Forward to the DTA any email correspondence of the exception time request to finalize.

  • Nonexempt staff:日本一本道a不卡免费 Review, approve, and sign a printed copy of the PeopleSoft timesheet or an alternative method, as set by the department prior to submitting to the DTA to finalize. Provide the DTA any documentation of variations in the schedule and leave request forms.

DTA Responsibilities

  • Compare the employee’s online timesheet with documentation received.

  • Ensure hours outside standard hours have approval documentation.

  • 日本一本道a不卡免费Ensure that all time signed and approved by a supervisor for their employees is finalized and accurately entered within established payroll processing deadlines.

  • Exempt staff:日本一本道a不卡免费 Verify the entry of exception time against the approved request.

  • Nonexempt staff: Verify the timesheet or alternative time reporting method set by the department for signatures 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日本一本道a不卡免费 at termination or change of status are now centrally funded. The ERE rate includes a component to fund vacation and compensatory payouts. Prior to submitting a vacation and/or compensatory PTR, departments must map the position number of the employee being terminated or going through a change of status for earnings specific distribution, for the earnings code VPO and CTP, to Cost Center CC0004 and Program PG03070 in the maintain position accounting screens in PeopleSoft.