Overpayments. And CUNY

Transcription

1 Overpayments And CUNY

2 How can someone possibly be overpaid? Overpayments are derived from loose internal controls. Overpayments are triggered by lack of concern (it s not my responsibility). Overpayments are a direct result of passing the buck. Overpayments are caused by poor communication. Overpayments are instigated by not focusing on an inclusive mission.

3 What can we do to prevent overpayments? Implement and execute internal controls. Hold departments accountable and responsible. Generate Payroll managerial reports and forward reports on a cyclical basis to department directors, managers, supervisors and associates. Hold workshops with department leaders so they ll have a better understanding of the importance of these managerial reports. Share overpayments amounts with the campus community, so they ll know the monetary effect that late documents have on the agency's budget.

4 Overpayment Queries Go to: LQ_003_All_Q_codes LQ_004_Outstanding_Q_codes This Query will give you: Dept ID, Mail Drop, Name, NYS Emplid, SSN last 4, Record #, Title, Salary, Status, Bargaining Unit, FTE, Effective Date, Earnings Code, (overpayment) Year, Earnings End Date, Goal Amount, Biweeky Amount, Paid to Date, Balance Owed, Action Date and OK to Pay. Prompts for deptid like Will only return overpayments that are coded in the payroll system

5 Run Query for your Dept ID Share your findings with your agency controller, business manager and/or your VP of Finance Let your concerns be known s meetings Put together an action plan Follow-up

6 Options for collecting overpayments Set the overpayment up immediately in the payroll system Adjust the overpayment to be increased when additional money will be paid to the employee. Some examples: raises, overtime, retro payments Use the Attorney General s Office to solicit funds from inactive employees. Use an outside collection agency (if approved by OSC). Currently CUNY are using a series of 3 letters to the overpaid employee requesting overpayment reimbursement.

7 Letter number 1 Subject: Outstanding Overpayment Dear: You currently have an overpayment balance of $ gross due to Kindly remit to this office a certified check or money order for the net amount $ payable to the Comptrollers Revolving Exchange Account. We understand that you may be experiencing financial difficulties. If this is the case, please let us know so we can assist you in making budget payment arrangements. If you would like to discuss your overpayment, please do not hesitate to contact us at, between 9:00am and 5:00pm. We look forward to receiving your payment or response within ten days of this letter. Your prompt attention is appreciated. Sincerely,

8 Letter number 2 Subject: 2 nd Notice - Outstanding Overpayment Dear As you are aware, you have a past due overpayment of $, gross due to. To date we have not received payment, and have not heard from you regarding payment arrangements. To avoid further collection action, kindly remit a check or money order, within the next ten (10) days, for the net amount $ payable to the Comptrollers Revolving Exchange Account. We want to help you fulfill your commitment without causing undue hardship, and are available to discuss payment arrangements. We can be reached at between 9:00am and 5:00pm. Your prompt attention is appreciated. Sincerely,

9 Letter number 3 Subject: 3 rd and Final Notice - Outstanding Overpayment Dear Your overpayment with College Name is delinquent. The balance due is $, gross. We have contacted you repeatedly in an attempt to reach agreeable payment arrangements, however, you have not responded. We expect payment in full within ten days. Kindly remit a check or money order for the net $ amount payable to the Comptrollers Revolving Exchange Account. If payment is not received, or you do not contact us, your account will be turned over to the New York State Attorney General s office for collection. Possible actions by the collection agency include credit reporting, and legal pursuit of payment. As stated in our previous correspondence, we want to help you fulfill your commitment without undue hardship. If you are unable to send payment today, please contact our office to establish immediate payment arrangements. We can be reached at between 9:00am and 5:00pm. Your prompt attention to this matter is appreciated. Sincerely,

10 Effectiveness of these letters Cuny had about a 75% success rate with collecting overpayments before the Payroll Office was dismantled and severed from campus. However in the current Payroll arena the success rate has been extremely low to non existent. Overpayment collection requires an exclusive team who works solely and exclusively on the refund of overpayments.

11 Questions and Concerns Please contact Hilton Diane Wallace CUNY