We have been receiving a high number of reversals and overpayments recently. Overpayments, which require a complex reversal process, occur when terminations or transfers are not entered by published deadlines, and when department administrators do not review their preview payroll registers on a timely basis. If an employee is not terminated in the system, they may continue to receive pay until the termination is entered. It is important to note that recovering overpayments is a time consuming and costly process for the University.
To avoid these overpayments, we are asking you to please share the following reminders with all supervisors, department administrators, and anyone in your area that has direct reports:
- Employee terminations need to be processed immediately in the system to avoid overpaying employees.
- Approval and signoff of the preview and final payroll registers MUST be completed by the established deadlines which can be found on the payroll functional calendars. A signed copy must be retained by the individuals who are responsible for reviewing the payroll registers. The payroll registers are a required audit that is necessary to validate that all employees are paid timely and accurately.
- All Pitt Worx actions need to be approved prior to payroll processing. Please pay special attention to terminations, leaves, or any other actions that need to be approved to stop or reduce payroll payments.
If you notice an overpayment that occurred for any reason, submit any necessary actions immediately in Pitt Worx and then submit an inquiry to notify the Payroll Department. Please note: Payroll does not approve or change any Pitt Worx actions.
If an action is not approved before the retry deadline listed on the payroll functional calendar and it is causing an overpayment, please submit an inquiry and select Payroll > Reversal/Overpayment to delete the employee from the payroll during the preview period. If there is still a partial payment due after the action has been approved, submit an inquiry and select Payroll > Payroll Service Request - (off cycle pay). The Payroll Department can add the missed payment to the next pay or issue a QuickPay as a service request for the next scheduled QuickPay payroll.
Thank you for your continued support and partnership to ensure our employees are paid timely and accurately each pay.