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Pay Error Correction Form

Form

Pay Error Correction Form (PDF)

Policy
Process
Action / Reason Codes
Required Steps & Field Descriptions
Exercises

Policy

Paycheck errors must be reported to the HRPC via the Pay Error Correction Form unless the department is correcting the error via FFE or other time entry system. HRPC will determine the course of action required according to the process described below.

Conditions for Using the Pay Error Correction Form

  • Correct and On-time Paperwork: You can use this form only if the original pay paperwork or electronic submission was correct and received by the appropriate Mail Closing Date. To confirm the Mail closing date, refer to the calendars below:
    • Morningside 2007-2008 (PDF)
    • Morningside 2008-2009 (PDF)
    • Medical Center 2007-2008 (PDF)
    • Medical Center 2008-2009 (PDF)
  • Incorrect or Late Paperwork: You cannot use this form if the original paperwork or electronic submission was incorrect or received after the appropriate Mail Closing Date.  To confirm the Mail closing date, refer to the calendars below:
    • Morningside 2007-2008 (PDF)
    • Morningside 2008-2009 (PDF)
    • Medical Center 2007-2008 (PDF)
    • Medical Center 2008-2009 (PDF)
  • Incorrect paperwork must be resubmitted.
  • Late paperwork will be processed on the appropriate on-cycle or off-cycle pay period (see "Process" below).

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Process

If appropriate, complete the Pay Error Correction Form and have it signed by the department’s approver. Then send it to the HRPC.

The correct pay will be issued according to the following guidelines:

  • On-cycle: If the pay error amount is less than 25% of the individual’s period salary, then it will be paid using the employee’s regular method on the next on-cycle pay period for their pay group.
  • Off-cycle: If the pay error amount is between 25% and 50% of the individual’s period salary, then it will be paid on the next weekly off-cycle pay period.
  • Emergency Check: If the pay error amount is 50% or more of the individual’s period salary, then it will be paid by manual check within 48 hours of receiving the approved and signed Pay Error Correction Form.
  • Laid-off or Terminated Employees: The pay error will be paid by on the next weekly off-cycle.

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Action/Reason Codes for Pay Error Correction

Action Code

Reason Code

Reason

Description

DTA
COR
Correction

Original paperwork accurate and on time,
error due to HRPC

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Required Steps & Field Descriptions


Step 1 – Employee Information


Employee Information

Employee ID

Empl. Rec #

Last Name, First Name

Employee Status

Employee Type

Employee Pay Group


Step 2 – Error Information
For both First and Second Pay Errors, if applicable:


Pay Error Type

Correction

Pay Period of Error

Amount

Code

Tax Periods

Take Normal Deductions

[Description of] Pay Error and Reason for the Adjustment


Step 3 – Authorization for Correction


Dept. Approver Name, Date, Phone

Department

Department #

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Exercises

Exercise 1
Sample Completed Pay Error Correction Form (PDF)

Scenario: An employee received his full period salary but his 2.0 hours Overtime was omitted.

Exercise 2
Sample Completed Pay Error Correction Form (PDF)

Scenario: Due to an error on the New Hire PAF (Wrong Hire Date), an employee making $5,000 per month was underpaid by $500 (10%). A revised PAF has been submitted.

Exercise 3
Sample Completed Pay Error Correction Form (PDF)

Scenario: Due to a problem with an interface program, an employee did not receive a $5,000 Add. Comp. He did receive his $5,000 base pay.

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