If a Stanford employee has been overpaid, the overpayment is recovered automatically or through employee consent, depending on the amount.
Adjust for Employee Overpayment
Before You Start
- You will need a SUNet ID and password.
- You will need employee information from Sequoia.
- An Employee, Manager, or HR representative enters a correction on the employee’s time card or Assignment record.
Payroll runs the Retro process to calculate the Gross Pay Impact, which identifies whether the correction results in an underpayment or an overpayment.
If the result is an underpayment, Payroll automatically pays the employee on the next payroll run.
Below Threshold
If the result is an overpayment below the defined threshold, Payroll automatically recovers the amount on the next payroll run.
No HR action is required. The process ends here.
Above Threshold
- Payroll initiates an Overpayment Journey in Sequoia for payments above the defined threshold. For these types of overpayment:
- Payroll creates a new Document Record (DOR) with document type Overpayment Repay Details. Payroll fills out the required fields and submits the transaction.
- The system automatically assigns the Journey to HR for review and employee outreach.
- HR completes the Validate Overpayment Details task. The system then assigns the next task to the employee.
- HR reviews the overpayment with the employee, explains the recovery details, and facilitates completion of the overpayment consent form.
- The employee completes the assigned task in Sequoia to consent to the overpayment recovery. The task displays the full repayment agreement with all applicable terms.
- Once the employee completes the consent form, the system reassigns the Journey to Payroll. Payroll recovers the overpayment based on the agreed terms.
- Payroll completes the Journey once recovery is processed.
What Happens Next?
- For guidance on the retro pay process, refer to How To: Retroactively Enter Time and Absence Corrections and retroactive time card adjustments.
- Overpayments that are identified after an employee has terminated require additional actions outside of Sequoia. Submit a Support Request to Payroll for assistance on overpayment calculation.
- Additionally, retroactive adjustments to payments to graduate research and teaching assistants and to postdocs which are managed through the Graduate Financial Support (GFS) System are not automatically calculated to determine an overpayment amount. Submit a Support Request to Payroll for assistance on overpayment calculation.
Additional Information
- The system automatically triggers Journeys only when employee consent is required.
- Overpayments below the threshold do not require HR action.
- The process may appear different depending on your security role and access.