1. Slide 1 FastFacts Feature Presentation August 16, 2011 We are using audio during this session, so please dial in to our conference line… Phone number: 888-651-5908 Participant code: 182500 © 2011 The Johns Hopkins University. All rights reserved.

2. Slide 2 Todays Topic Well be taking a look at… OVERPAYMENTS

3. Slide 3 Todays Presenter Cynthia Addison Manager, HR Shared Services

4. Slide 4 Session Segments Presentation Cynthia will address the impacts of overpayments. During Cynthias presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Cynthia will answer as many of your questions as time allows.

5. Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can email us at: fastfacts@jhu.edu fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.comHopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6. Slide 6 How To View Full Screen Click Here

7. Slide 7 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

8. Slide 8 Overpayments

9. Slide 9 Agenda How an overpayment is caused Impacts of overpayments Processing of retroactive ISRs (Terminations, Hours Changes, and LOAs) Impact of moving from a fellowship to a wage position Defining an overpayment advance Methods for collecting overpayments New changes going forward

10. Slide 10 How Is an Overpayment Caused? Retro ISR processing Forgetting or not being informed of terminations/leaves of absences Be sure to run your check registers to identify if an individual is receiving paychecks in error. The location of the report is – Human Resources – Payroll Admin - Check / Direct Deposit RegisterCheck / Direct Deposit Register Retro benefit election forms Deletion of an action or record Data entry errors

11. Slide 11 Impacts of Overpayments Hardship for employee Benefit issues (health care coverage, deduction of benefit dollars) Organization may lose money Loss of time that is invested in resolving and reconciling overpayments Behind the scenes - multitude of areas could be impacted

12. Slide 12 Retroactive Terminations What to consider before you initiate the ISR: Effective date Any pay/benefits owed Moving into a new position Any future dated actions on employees record Supplemental pay and/or hours submitted after termination date

13. Slide 13 Retro Termination Example Termination Date: 9/1/2010 Future Dated Action: 9/8/2010

14. Slide 14 Transaction Code: CADO Role Needed: ZRHR_PT_TIMEENTRY or ZRHR_PT_TIME_ADMIN_DISPLAY (view only) CADO - Time Sheet: Display Data

15. Slide 15 CADO Results No Hours after Termination Date Hours after Termination Date

16. Slide 16 Retroactive Hours Changes What to Consider: Position Maintain/PAC ISR vs. Hours Change ISR Hours changing for salaried employees should have a new semi monthly rate Semi rate ÷ by current hours × the new hours = new semi pay Retro change in work schedule rule (example on right) Example Retro Work Schedule Rule Change

17. Slide 17 Retroactive LOAs What to consider before you initiate the ISR: Timeliness Greater than 5 consecutive days Less than 5 days - Reduction in pay Exception: Employee on STD, LTD, or receiving workers comp LOA with or without pay STD Workers comp LTD 100% pay (only utilized for faculty/students) Working while receiving disability Work w/Divisional HR for new w/pay % Extending leave with/without pay Email to extend an LOA without pay (S1, B1, W1) Email to extend LOA with pay (Hourly employees) New ISR to extend LOA with pay (S1 Salaried employees) Type of Leave Change - New ISR required Return from LOA

18. Slide 18 Fellowship to Wage (Current Year) Terminating FellowshipStarting Wage Position

19. Slide 19 Fellowship to Wage ~ Payroll Result Fellowship conversion guidelines: http://ssc.jhmi.edu/bin/o/g/fellowship_recipient_conversion_guidelines.pdf http://ssc.jhmi.edu/bin/o/g/fellowship_recipient_conversion_guidelines.pdf

20. Slide 20 What Is an Overpayment Advance An advance on earnings when the individual has a loss of earnings due to a retroactive change that lowers or decreases salary Entered to prevent an individual from having a zero check or a greatly reduced paycheck until payment arrangement can be made Considered earnings and individual is taxed on these earnings If possible, its best to repay these advances in the current year to ensure W2 earnings are accurate

21. Slide 21 Methods for Collecting Overpayments Department arranges for payroll deduction (active employees) Collect the amount overpaid directly from the employee via personal check or money order made payable to JHU/JHHS (active/terminated employees) – the checks need to be sent to payroll for deposit Request PRSS to proceed with attempting to collect salary overpayment by sending a letter to the employee and/or to the collection agency

22. Slide 22 BW Overpayment Reports There are two BW Overpayment Reports available – Report Title: Finance Overpayment Report -Report Location: JH-Report Library/Human Resources/Finance Admin/Finance Overpayment Report The Finance Overpayment Report is the best report to run when you have terminated employees that were overpaid and hired in another department. Your department will be able to monitor the repayments using this report. Report Title: Payroll Overpayment Report -Report Location: JH-Report Library/Human Resources/Payroll Admin/Payroll Overpayment Report The basic Payroll Overpayment Report will show the person Id, employee number and name, payment date, overpayment advance and overpayment advance fellowship, repayments, and balances.

23. Slide 23 New Changes Going Forward System will be locked down - no changes to master data can be made prior to 01/01/2010 This date will keep moving forward every 18 to 30 months Slightly different dates based on first date of pay period (W1/B1) Minimize the retroactive period Have to be more diligent in getting ISRs processed timely Also applies to financial entries – grant changes, etc. Departments working with supervisors and faculty members to increase timely notification of terminations and leaves Departments working with HR/PRSS will help to decrease overpayments Email Overpayment Alerts

24. Slide 24 Resource Websites Salary Overpayment Assistance Located on the HR/PRSS Website Fellowship to Wage Guidelines Changing from Fellowship to Wage (vice versa) Human Resources JHU Tax Office 24

25. Slide 25 Today we talked about the causes and impacts of overpayments Please review again at your leisure to be sure you fully understand the causes and what can be done to prevent overpayments Timely notification and processing of ISRs will greatly reduce overpayments Review BW Reports regularly Work with your departmental administrators and Divisional HR to help identify and resolve overpayments Work with employees and PRSS to recoup monies lost to overpayments Summary

26. Slide 26 Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants. Q&A

27. Slide 27 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

28. Slide 28 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!