PY - Benefit Refund Off-Cycle

GENERAL DESCRIPTION:

When an employee does not have a correct deduction taken from his or her check and can't wait until the next on-cycle payroll you can request a benefit refund off-cycle. This should only be done in a case of hardship.

PROCESS CONSIDERATIONS:
  • On-cycle refunds should always be done if the employee can wait until the next payroll is processed.  To do a benefit refund on-cycle see KB # BN - Creating a Payline Adjustment . This DOES NOT apply to TSA or WDC deductions.  They must be done off-cycle as the file created doesn't process negative amounts (refunds) on-cycle. 
  • Only Service Center staff has access to the Benefit Refund Form therefore you will send a request to your AG Team to initiate a refund.  
  • Benefit refunds will follow the same guidelines as other off-cycle processing.  
  • Requests must be received by noon Tuesday to be processed on Wednesday.



PROCEDURE STEPS:
  1. Send an email to your AG Team.  Please include the following information.
    • Name of employee 
    • Empl ID of employee
    • Benefit code
    • Amount of refund 
    • Pay Run the error occurred on

  2. A ticket will be set up with the benefit refund form attached.
  3. The ticket will be forwarded to the payroll team and will be processed.
  4. You will be notified when the check has been created with the check number and the date it will be available. 
  5. It will be sent with any other off-cycle checks you have coming.

https://kb.wisc.edu/images/group61/shared/9.2_Warning_Sign.png  Warning!  Watch for any ben retro that may be created on-cycle so a duplicate refund isn't done.  


ADDITIONAL RESOURCES:


Related KBs:
Related Links:
  • N/A




Keywords:benefits payroll paycheck refund deduction one-time adjustment incorrect   Doc ID:74645
Owner:Rhonda L.Group:Human Resource System (HRS)
Created:2017-07-17 14:39 CDTUpdated:2017-10-19 08:52 CDT
Sites:Human Resource System (HRS)
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