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Preventing Overpayments

We are still processing approximately 25 overpayments each month. Overpayments are not only inappropriate use of the taxpayers monies, they are also cause many problems for our employees, and for departmental staff. One major cause of overpayments is late paperwork (37% of overpayments between January and July in 2000 were caused by late paperwork). Below is a list of some fairly simple processes that may help prevent these overpayments.

Some ideas for preventing overpayments

  1. Carefully review your PHR0030 report each month after you have completed your PYAHOUR data entry, and while you can still make corrections. If you find errors, but it is too late to for you to make corrections, please call the payroll office immediately. Look for:

    • Hours that have been entered incorrectly
    • Total hours that are over 173.33 (did paid leave entry reduce SAL or REG earn codes)
    • Rates that are incorrect (we have several cases where DPP, prior month shift differential, was paid at the full hourly rate - not 50 cents)
    • Is there an employee with default pay on the list that should not be paid at all?
  2. Review paperwork, especially the Job form for correctness before submitting them. This seems to be more of a problem, now it is possible to save the completed form and reuse it for the next transaction.

  3. If you have employees who should have an appointment percent change, or job or employment termination, check NYIJOBS after the 15thof the month, to be sure the transaction has been entered. If not, contact the payroll office.

  4. If you are notified of a termination or reduction in appointment % and it is too late to process paperwork to change the current month's pay, notify the payroll office right away to see how we might work together to avoid an overpayment.

  5. Use the "Notes," area on the job form. For example:

    • If you are moving an employee form one position or suffix to another, and they have already been paid, please make a note this.
    • Paperwork is often separated before it reaches us, so if you are moving an employee from a classified to unclassified position, etc., please indicate this in the "Notes" section.
  6. We are still seeing a few cases where a department has submitted a new labor distribution form, expecting it will reduce pay. Labor Distribution forms DO NOT change pay.