Policy University Management Overpayment of Wages Policy
Overpayment of Wages Policy
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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
NOTE: Printed copies of this policy are uncontrolled, and currency can only be assured at the time of printing.
Approval Details
Policy Domain | University Management |
Policy Sub-domain | Human Resources |
Policy Custodian | Deputy Vice Chancellor, Services and Resources |
Approval Authority | Vice Chancellor |
Date for next Major Review | 01/09/2028 |
Revision History
Version no. | Approval date | Implementation date | Details | Author |
23-1 | 01/09/2023 | 25/09/2023 | Major review. | Manager, Industrial Relations and Policy |
18-1 | 25/05/2018 | Administrative amendment to update link to JCU Enterprise Agreement 2016. | Quality, Standards and Policy Officer | |
17-1 | 09/08/2017 | 10/08/2017 | Mid-year review of HR Policies in line with the HR Operational Plan Item, Deliver Policy Reviews; Fitness for Future Purpose. | Deputy Director, Human Resources |
16-1 | 22/12/2016 | 22/12/2016 | Policy review date extended to 31/12/17 on request by Deputy Director HR. Approved by DVC Services and Resources | |
11-1 | 28/03/2011 | 29/03/2011 |