UPB - Submitting an Overpayment Adjustment Request for a Bi-Weekly Employee

Submitting an Overpayment Adjustment Request for a Bi-Weekly Employee

If your department identifies a payroll overpayment, the Department Originator must enter and submit an overpayment adjustment request in the Adjustment Notification Application (ANA).

Over-reported work hours may inflate leave accruals. You may need to submit an ANA Leave Balance Adjustment to correct improperly accrued leave. Consult with your central HR office if you need guidance on correcting leave accruals.

If the overpayment occurred as the result of an incorrect job record, first correct the job record in the HR Front End application. Then, submit an ANA request for overpayment, following the steps detailed below.

If the overpayment was charged to an inappropriate C-FOAPAL, first correct the distribution in Banner performing a Labor Redistribution (PZAREDS) to move any overpaid restricted funds to an unrestricted C-FOAPAL. See the Performing Labor Redistributions job aid for steps. Then wait one business day and submit an ANA Overpayment Adjustment, following the steps detailed below.

Overpaid funds may not be transferred to a C-FOAPAL related to cost share or program income in connection with a sponsored project, or any other restricted funding source. Please contact your campus Grants and Contracts Office if you have questions.

If any restricted funding source remains on the pay period overpaid, complete the Form GC-91 and submit it to your campus Grants and Contracts Office.

NOTE: Enter a separate overpayment adjustment request for each job that was overpaid.

Begin an Overpayment Adjustment request.

  1. Log in to ANA.
  2. Enter the UIN of the overpaid employee in the ID (UIN) field.
  3. Select Overpayment Adjustment from the Select Adjustment Type menu.
  4. Click the Create button.
    NOTE: If the employee only holds one job, skip to the pay event steps.

Choose the position that was overpaid.

  1. Select the position overpaid.
  2. Click the Continue button.
    NOTE: Enter a separate overpayment adjustment request for each job that was overpaid.

Specify the pay event information for the pay period that was overpaid.

  1. Enter the calendar year of the overpayment in the Pay Event Year field.
  2. Enter the pay event number for the pay period overpaid in the Pay No field.
    NOTE: Click the lookup button next to the Pay No field for a list of period numbers and dates.
  3. Click the Continue button.

Enter the correct earnings for the pay period.

  1. Enter the total hours that should have been reported for this pay period in the Total Hrs/Units field.
  2. Enter the correct earnings code (3-character code) in the Earn Code field.
    NOTE: Click the lookup button next to the Earn Code field for a list of earnings codes.
  3. Enter the total hours for the earnings code in the Total Hrs/Units field.
  4. Enter the correct hours or units under each date of the pay period.
    NOTE: Use the Sum button to check that totals are correct.
  5. Click the Add Another Row button to add another earn code.
  6. Enter or update the C-FOAPAL string you want to be credited in the Recovered overpayments will be credited to this FOAPAL section.
    NOTE: An unrestricted C-FOAPAL is required for the transaction to continue.
  7. Enter or update the C-FOAPAL string you want to be charged for the Payroll Service Fee in The Payroll Service Fee will be charged to this FOAPAL section.
    NOTE: You cannot edit the Account Code field. An unrestricted C-FOAPAL is required for the transaction to continue.
  8. If required, select the check box certifying all necessary labor redistributions have been performed and the GC-91 form will be routed to the Principal Investigator (PI) within 10 days.
    NOTE: Click the link to open the online form before selecting this box.
  9. Click the Continue button.

Complete the contact information.

  1. Enter your name in the Contact Person field.
  2. Enter your phone number in the Phone field.
  3. Enter your e-mail address in the E-mail field.
  4. Enter comments about the overpayment in the Comments field. Describe the overpayment in as much detail as possible, including how the overpayment occurred.

Submit the ovepayment adjustment request.

  1. Verify all information is correct.
  2. Click the Submit button.


KeywordsOverpayment, ANA, Labor, Redistribution, GC-91, restricted, funds   Doc ID119810
OwnerLaura B.GroupUI Training and Development Resources
Created2022-07-19 14:52:48Updated2023-03-28 09:38:06
SitesUniversity of Illinois Training and Development Resources
CleanURLhttps://answers.uillinois.edu/upb-submitting-an-overpayment-adjustment-request-for-a-bi-weekly-employee
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