Policy

Paycheck errors must be reported to the HRPC via the Pay Error Correction Form unless the department is correcting the error via FFE or other time entry system. HRPC will determine the course of action required according to the process described below.

Conditions for Using the Pay Error Correction Form

Correct and On-time Paperwork: You can use this form only if the original pay paperwork or electronic submission was correct and received by the appropriate Mail Closing Date.

Incorrect or Late Paperwork: You cannot use this form if the original paperwork or electronic submission was incorrect or received after the appropriate Mail Closing Date.
- Incorrect paperwork must be resubmitted.
- Late paperwork will be processed on the appropriate on-cycle or off-cycle pay period (see "Process" below).

Process

If appropriate, complete the Pay Error Correction Form and have it signed by the department’s approver. Then send it to the HRPC.

The correct pay will be issued according to the following guidelines:

On-cycle: If the pay error amount is less than 25% of the individual’s period salary, then it will be paid using the employee’s regular method on the next on-cycle pay period for their pay group.
Off-cycle: If the pay error amount is between 25% and 50% of the individual’s period salary, then it will be paid on the next weekly off-cycle pay period.
Emergency Check: If the pay error amount is 50% or more of the individual’s period salary, then it will be paid by manual check within 48 hours of receiving the approved and signed Pay Error Correction Form.
Laid-off or Terminated Employees: The pay error will be paid by on the next weekly off-cycle.

Workflow

Required Steps & Field Descriptions

Step 1 – Employee Information

Employee Information

Employee ID

Empl. Rec #

Last Name, First Name

Employee Status

Employee Type

Employee Pay Group

Step 2 – Error Information
For both First and Second Pay Errors, if applicable:

Pay Error Type

Correction

Pay Period of Error

Amount

Code

Tax Periods

Take Normal Deductions

[Description of] Pay Error and Reason for the Adjustment

Step 3 – Authorization for Correction

Dept. Approver Name, Date, Phone

Department

Department #

Exercises

Exercise 1
Sample Completed Pay Error Correction Form (PDF)

Scenario: An employee received his full period salary but his 2.0 hours Overtime was omitted.

Exercise 2
Sample Completed Pay Error Correction Form (PDF)

Scenario: Due to an error on the New Hire PAF (Wrong Hire Date), an employee making $5,000 per month was underpaid by $500 (10%). A revised PAF has been submitted.

Exercise 3
Sample Completed Pay Error Correction Form (Coming Soon)

Scenario: An employee was paid her full period salary of $7,000 per month but her Add. Comp. of $2,000 was omitted.

Exercise 4
Sample Completed Pay Error Correction Form (PDF)

Scenario: Due to a problem with an interface program, an employee did not receive a $5,000 Add. Comp. He did receive his $5,000 base pay.