Overpayment of Wages Policy

Intent

This Policy states the principles underpinning the University’s approach to identifying and rectifying overpayment of wages and other monetary entitlements to which a Staff Member received in error or was otherwise not entitled to.

Scope

This Policy applies to all employees who are covered by the James Cook University (JCU) Enterprise Agreement.

Definitions

For a comprehensive list of definitions, please refer to the Human Resources Policy Glossary.

Policy

1. Responsibility of employee and the University

Both the University and the employee who has been overpaid, have an equal and shared obligation to correct the overpayment in a timely manner.

It is the preference of the University that all overpayments are repaid in full as soon as identified. The University recognises that is not possible in all situations.

Furthermore, it is the responsibility of the employee to seek financial advice prior to making any repayment decisions.

2. Advice about the overpayment

The University will inform the Staff Member as soon as practicable of any overpayment made to them, providing written details of the overpayment, how it occurred, the proposed recovery arrangements, and options available for repayment.

3. Review of the overpayment amount and recovery arrangements

Where the Staff Member seeks to review the amount of the overpayment, or the proposed recovery arrangements, discussions should occur between the Human Resources Directorate and the Staff Member. Staff Members may be supported and/or represented in these discussions in accordance with the definition of Support Person and/or Representative.

4. Financial Hardship

An employee who may suffer financial hardship in repaying the overpaid monies can request to negotiate another payment plan. Furthermore, an employee can request to negotiate a payment plan to pay out their overpayment in the form of a lump sum payment. Employees will have the opportunity to raise any mitigating circumstances that may impact upon the recovery timeframe of an overpayment of wages.

5. Mitigating circumstances

The Director Human Resources may, where mitigating circumstances exist, determine an appropriate recovery of the overpayment outside of this policy.

Related policy instruments

Overpayment of Wages Procedure

Schedules/Appendices

Nil

Related documents and legislation

Administration

Approval Details

Revision History