This directive establishes the proper methods of handling wage overpayments.
Overpayments must be handled consistently and in a timely manner across campus. In addition, it is essential to work to prevent overpayments from happening in the first place. Overpayments can be prevented with the timely processing of ePAFs associated with terminations and other pay changes and the careful review and correction of employee Time & Labor records. Several tools are available to help departments review paychecks, such as the Preliminary Paylists and Final Paylists.
Preliminary Paylists are available on Wednesday, Thursday and Friday during the week that includes the pay end date. This report will reflect a non-exempt employee’s approved hours in the system as of the prior day and an exempt employee’s regular and approved exception hours as of the prior day. Any Additional Pay entered by the department and approved by Levels 1 and 2 as of the prior day will also be included on the Preliminary Paylists.
Final Paylists are available on the Monday of pay day week and represent the hours and Additional Pay that an employee will receive for that pay period. Timely review of the Preliminary and Final Paylists by staff who are knowledgeable about the department’s employees and the pay they should receive is the best safeguard to prevent wage overpayments.
All UF employees and departments.