OVERPAYMENT WORKSHEET INSTRUCTIONS
The Overpayment Worksheet is one of the three required documents needed to process an
overpayment. This form provides the Payroll Office with the necessary information needed to
recover the overpaid funds. Information needed to prepare this worksheet can be found in
OPUS.
1. Complete your departmental information in the heading section.
2. Enter the total number of hours in the pay period in which the overpayment occurred. Our
pay cycles run from the 1st through the 15th and then the 16th through the end of the
month. Count the number of working days in the pay cycle and multiply by 8. There will
be either 72, 80, 88 or 96 hours in a pay period (regardless of the employee's appointment
% of FTE).
3. From the OPUS Check History Earnings Screen, list the pay periods in which the
overpayment occurred. Use the pay period end date in which the hours were worked.
4. From the OPUS Check History Earnings Screen, list the budget number that has been
charged. List each line item separately.
5. From the OPUS Check History Earnings Screen, list earning(s) type charged for the
overpaid employee. List each line item separately.
6. From the OPUS Check History Earnings Screen, list the appointment number charged for
the overpaid employee List each line item separately.
7. From the OPUS Check History Earnings Screen, list the distribution number that reflects
the overpayment. List each line item separately.
8. Enter the pay rate for the overpaid appointment. Enter the actual rate paid, NOT the rate
it should have been.
9. From the OPUS Check History Earnings Screen enter the actual hours paid. List each line
item separately.
10. From the OPUS Check History Earnings Screen enter the actual gross salary paid. List
each line item separately. This detail is necessary to ensure accurate credit back to the
overpaid budget and earn type. Do not use OPUS Check History total gross amount.
11. Enter the correct pay rate that should have been paid.
12. Enter the correct hours that should have been paid.
13. Enter the correct gross salary that should have been paid. A sample calculation is listed
below.
For REG earn types:
Full Time Pay Rate divided by 2 = semi-monthly salary. Semi-monthly
salary divided by 72, 80, 88 or 96 (the number of hours in the pay period)
= the employee's hourly rate for that pay period. Multiply this rate by the
correct number of hours that should have been paid. The result is the
correct gross salary.
14. Subtract the number of hours listed in the "Actually Paid Hours" Column (#9) from the
number of hours listed in the "Should Have Been Paid Hours" Column (#12). The result
represents the overpaid hours.
15. Subtract the gross amount listed in the "Actually Paid Gross" Column (#10) from the
dollar amount listed in the "Should Have Been Paid Dollars" Column (#13). The result
represents the overpaid gross salary.
16. Total Sum of Gross Overpayments. Transfer this figure to the Overpayment Repayment
Option Form.
17. Mark if the budget will be open during the repayment period. Yes or No
18. Choose the appropriate reason for the overpayment.
19. The Notes section is provided for other relevant information regarding the overpayment.
20. For re-payments extending beyond one pay cycle, provide a single budget number.
This single budget number will provide easier and more efficient tracking and
processing of the installment repayment.