Any debt owed by an employee to the college will be immediately communicated to the Business Office, Accounts Receivable department, via the Employee Debt Notification form.
If a personnel contract is canceled, not fulfilled, or an over payment has occurred, the Human Resources Office should be notified immediately by the department/division head. The Human Resources Office will notify the Payroll and Accounts Receivable offices when necessary. The department /division head may be required to confirm details when a contract cancellation or irregularity leads to an over payment. The payroll office will make adjustments as directed.
In the event that an over payment occurs due to a clerical error in the Human Resources office or the Payroll office, the notification will be sent by the office responsible for the error via email. Further processing will continue as stated above.
The Accounts Receivable Department will place the debt on the books and start collection efforts. The initial collection letter will notify the employee of the debt and provide an opportunity for appeal (if applicable) or an opportunity to establish a repayment schedule. The Notice of Intent to Withhold must be either hand-delivered or sent by registered or certified mail.
Appeals are not applicable to over payments. The period of time in which an employee will be allowed to repay an over payment will be determined by the Vice President of Finance and Administrative Services based on the following:
- Amount of over payment.
- Time that has elapsed between the over payment and its discovery.
- The hardship the repayment might cause the employee based on the employee's salary and expenses.
- The culpability of the employee in not reporting the over payment.
- Employee longevity and expectation that the employee will remain in state government until the repayment is completed.
If no appeal is filed within fifteen days and no repayment agreement executed, the obligation will be withheld from the employee's paycheck following state garnishment law. The deduction will occur the first available payroll cycle after the expiration of the fifteen (15) day period.
If an appeal was filed and the debt was found to be valid, the amount will be withheld from the employee's payroll check at the next available payroll cycle. If an employee is terminating employment and annual leave balances are sufficient, the employee will need to authorize the deduction of the over payment from the unused leave balance.
If an employee terminates employment prior to repayment without sufficient leave balances to cover the amount due, accounts receivable procedures as stated in TBR Guideline B-010 will be used in pursuing any unpaid obligation.
An accounts receivable check-off list will be used to document the steps taken to recoup the amount owed, the amounts received, and any write-offs.
