CORP/EMP 34 v.2 - Doncaster and Bassetlaw Hospitals NHS ...

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CORP/EMP 34 Version 2 It is also expected that the employee should have exhausted all other options to source funding when hardship occurs e.g. requesting support from their bank. The trust may ask for evidence that the employee has explored alternative options before a hardship loan is authorised. 3. DUTIES AND RESPONSIBILITIES 3.1 Trust The Trust is mindful of its obligations to ensure that staff are paid correctly and to support staff wherever it can in relation to financial difficulties. However, the Trust is funded by public money, and as such has a responsibility to ensure robust mechanisms are in place to ensure that staff receive their correct pay in a timely and efficient manner. As the Trust is funded by the public purse, it also has a responsibility to recover overpayments when they occur irrespective of the cause. The Trust is also mindful of its employee relation responsibilities, and may from time to time; support an employee who is in need of short-term financial support. This support takes the form of a hardship loan The Trust has a responsibility to ensure all employees receive a payslip each pay period 3.2 Management Managers must ensure that all payment notifications sent into the Employee Services Centre are checked for correctness, appropriately authorised, and are received in a timely fashion. This includes: • New Starter forms • Contractual change forms • Termination forms • Timesheet Claims • Expense Claims • Absence notifications The list is not exhaustive. Managers must therefore ensure all notifications to amend payments and/or contractual information comply with their responsibilities detailed above. 3.3 Employee Employees have a responsibility to ensure they manage their remuneration effectively. They should always check their payslip to ensure that they have received the correct payment for each processing period. If they notice any error in their salary payments, they must notify the Employee Services Team immediately. Page 6 of 16
CORP/EMP 34 Version 2 4. OVERPAYMENTS PROCEDURE It is the responsibility of the employee to check their payslip each pay period. They are responsible for notifying Employee Services when they recognise they have received a payment to which they are not entitled. If the employee fails to report an overpayment, then the Trust reserves the right to involve the Local Counter Fraud Specialist for further action, which may include disciplinary action and if appropriate, dismissal. CSU’s and Directorates should also notify Employee Services when they identify an error in an employees pay which will result in an overpayment occurring. Where staff are notified or where they notify the Trust that they have been overpaid within 10 working days of the pay date, it is expected that then the full amount will be repaid via salary deduction from the next available pay period. Where the overpayment is made over a number of pay periods before it is discovered, it is expected that the amount will normally be repaid in no more than the same number of periods in which the overpayment occurred. A repayment period in excess of this would only be considered when, after taking into account day-to-day living expenses, the repayment plan would cause undue hardship. Employee Services will engage with the employee, and when appropriate, with CSU/Directorate Management to agree how the money will repaid. However if an agreement cannot be achieved the Trust reserves the right to deduct what it considers in all the circumstances to be a fair and reasonable amount from their monthly pay as appropriate. In these circumstances, The Head of Employee Services will make a binding decision on recovery of the money. Debt recovery process will be followed in respect of a leaver overpayment, where the individual has failed to respond to requests for repayment. 5. OVERPAYMENT RECOVERY PROCESS 5.1 When an overpayment has been identified for an existing employee, Employee Services will notify the employee of the proposal to repay by completing the letter template at Appendix A. This letter will contain the following information: • Detail how the overpayment has occurred • The gross overpayment amount • Suggested repayment plan • The Employee Services contact details 5.2 If the employee does not agree to the suggested repayment plan, an Employee Services Manager will liaise with the employee to ascertain if an agreement can be reached. This may include a formal meeting where the employee will be entitled to be accompanied by a Trade Union Page 7 of 16
Page 1 and 2: CORP/EMP 34 Version 2 Overpayment R
Page 3 and 4: CORP/EMP 34 Version 2 Contents Page
Page 5: CORP/EMP 34 Version 2 1.4 Hardship
Page 9 and 10: CORP/EMP 34 Version 2 Request for a
Page 11 and 12: CORP/EMP 34 Version 2 APPENDIX A -
Page 13 and 14: CORP/EMP 34 Version 2 APPENDIX C -
Page 15 and 16: CORP/EMP 34 Version 2 APPENDIX E -

CORP/EMP 34 v.2 - Doncaster and Bassetlaw Hospitals NHS ...

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