Correcting a Payee overpayment
- Kim Pickering
If a Payee has been overpaid, a correction needs to be processed to ensure their year to date earnings are correct.
Below are the steps required to adjust hours on the timesheet and process a pay and invoice batch.
Instructions
Adjust the Timesheet
This is required for the correct hours to be interpreted.
- Adjust the timesheet and correct the hours - Refer to Adjust an Approved Timesheet
- Approve the timesheet
- In Interpreter Review, set the timesheet to Reviewed
Process Pay Batch
This is required to correct the year to date earnings.
Go to Payroll > Pay Process > Pay Run
- Click Add
- Select Adjustment Batch
- Tick Only Include Payees With Timesheets
- Enter a Payment Date
- Click Find Pay Group
- Select the relevant Pay Group
- In Adjustment Pay Period, select the relevant pay period
- Click Next
- Process and close the pay batch
Process Invoice Batch
This is only required if there is a Total Bill amount on the adjusted timesheet in Interpreter Review.
Go to Billing > Create Invoice Batch
- Click Search Invoice Batch Groups
- Select the relevant batch
- Click Create Invoice Batch
Recover the Funds
If the payee would rather the funds be deduction from their pay, rather than returning the funds, a Net Deduction will need to be setup in the Payee record.
Refer to Overpayment Deduction for details on how to do this.
If a billing adjustment isn't required and no interpretation is needed on the correct hours worked, instead of adjusting the timesheet the correction can be done directly in the pay batch.
- If the overpaid funds are to be deducted from a future pay – setup a Gross Deduction in the Payee record for the amount to be deducted from their next pay.
- If the overpaid funds are being returned – manually enter the correction in the Adjustment pay batch. To do this:
- When creating the Adjustment batch, leave Only Include Payee's With Timesheet unticked
- Once the batch is created, select all payee's
- Search for the relevant payee and unselect them
- Click Delete to remove all other payee's
- Enter the corrections in the Manual Items stage
- Process and close the pay batch
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