(Date)
To: Employee
From: Payroll Coordinator
Subject: Overpayment
In reviewing your payroll history, an apparent overpayment of salary has been identified.
The review of these records finds a preliminary gross amount of $_______________
(gross salary) in overpayment.
The purpose of this letter is to alert you to this apparent overpayment and to offer you an
opportunity to identify and discuss any questions you may have about the overpayment
itself or the repayment options available to you with your Payroll Coordinator.
The source of this erroneous payment was (describe pertinent facts, e.g. inaccurate
award of periodic increment, inaccurate calculation of premium pays, inadvertent failure
to accurately process periods of leave without pay, etc.)
The University of Washington has the responsibility to correct this overpayment. With
your signature below, you confirm that this preliminary information has been reviewed
with you, but you may reserve the option to provide additional information for
consideration in determining the final amount of the actual overpayment.
If the attached Overpayment Repayment Option Form is not signed and returned
to your payroll coordinator by (20 days from today’s date), the University of
Washington reserves the right to continue collection efforts. This could include
deduction from your paycheck or referring the overpayment to an outside
collection agency. Overpayment amounts referred to collections may be subject
to credit bureau reporting and/or collection fees and interest.
To avoid these possible outcomes, please return this signed letter, along with the signed
Overpayment Repayment Option form, to the Payroll Coordinator within the 20 days
allowed above.
The options available for repayment include payroll deduction or limited term installment
repayment plan through payroll deduction, or in certain situations, it may be possible for
you to repay or offset the total cash repayment responsibility through reduction to your
vacation leave balance.
I have read and understand the contents of this letter.
________________________________ ______________________
Employee Signature Date
D:\Docstoc\Working\pdf\06036f23-dd98-4c7c-a7f3-3cde5ae2e3bf.doc