Overpayments and Cancellations

Common Causes of Overpayment

Overpayments may occur due to various reasons, including but not limited to:

• Delayed termination processing
• Late submission of unpaid time off
• Changes to Annual Work Period
• Adjustments to Compensation
• Modifications to FTE percentage
• Prior timesheet corrections that cannot be offset in current payroll
• Erroneous entry of a One-Time Payment in Workday

Reporting Overpayments

If an overpayment is identified for either an active or terminated employee, promptly notify Payroll by emailing payroll@tamu.edu.

• Use “OVERPAYMENT” as the subject line.
• Include detailed information explaining the cause of the overpayment or anticipated overpayment.

Depending on when Payroll is notified, different actions may be possible:

• Before the payroll deadline: Payroll may be able to cancel or correct the payment. Related business processes will be reviewed, and a completed Payroll Payment Request form may be required for audit purposes.
• After the payroll deadline but before payday: Payroll may attempt to reverse the direct deposit or retrieve a paper check from outgoing mail. Reversal and/or cancellation forms will be required.

If Payroll is notified too late to prevent the payment, Joe Corn will inform the requestor of the amount owed and provide instructions on the necessary Payroll form to submit with the repayment.

Cancellations and Corrections

Payroll will guide the resolution process based on the specific situation. HR Professionals or Partners may need to assist with Workday business process cancellations, corrections, or rescind actions before a corrected payment can be issued.

Required Forms for Direct Deposit Reversal Attempts

1. Direct Deposit Reversal Notification to Employee – must be completed and shared with the affected employee (active or terminated).
2. Payroll Payment Cancellation Form – must be completed and submitted.

Note: If a corrected payment is needed after a successful reversal, an HR Professional will be required to complete an additional form as directed by Payroll.

Repayment to the University or Agency

To return overpaid funds, submit the following:

1. Completed Payroll Payment Cancellation Form
2. Check or Money Order payable to the appropriate employing entity:

Employing entities include:

• Texas A&M University
  (includes Qatar, McAllen Higher Education Center, School of Law, and Washington, D.C. campus)
• Texas A&M University at Galveston
• Texas A&M University Health
  (includes College of Dentistry, Naresh K. Vashisht College of Medicine, College of Nursing, Irma Lerma Rangel College of Pharmacy, and School of Public Health)
• Texas A&M University-Central Texas
• Texas A&M University-Corpus Christi
• Texas A&M University System Office
• Texas A&M University-San Antonio
• Texas A&M University-Texarkana
• Texas A&M University-Victoria
• Tarleton State University
• Texas Division of Emergency Management

Send the check or money order along with the cancellation form to:

Texas A&M University - Payroll
1261 TAMU
College Station, TX 77843-1261