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

CORP/EMP 34 Version 2
representative or work colleague. The reason for the overpayment should
be explained fully and a reasonable agreement reached in respect of the
repayment of the money. Account should be taken of the amount of monies
owing and the employee’s current earnings when deciding on appropriate
repayment. Each payment should not be less than 20% of the total
overpayment, wherever possible.
5.3 If a meeting takes place, the Employee Services Manager will write to the
individual confirming the details of what has been agreed using Appendix B
template letter.
5.4 Details of all overpayments are recorded by the Employee Services on the
electronic Overpayments Register.
5.5 Every effort should be made to ensure the recovery process must
commence in the next available payroll process after the overpayment has
been identified.
5.6 Should a current employee fail to agree to repay the overpayment, The
template letter at Appendix C should be sent and the matter referred to
Debt collection and if appropriate, the Local Counter Fraud Specialist
5.7 If the overpayment is for an employee who has left employment, the
template letter at Appendix D should be used to notify the ex-employee of
the overpayment. If no response is received within one calendar month the
matter should be referred for Debt Collection and if appropriate, the Local
Counter Fraud Specialist should also be informed.
6 SALARY ADVANCE PROCESS
Requests for advances can only be sent to Employee Services after being
supported by the head of the employees department. It must then be authorised
by an Employee Services Manager (ensuring the advance request complies with
the criteria set out in paragraph 2.2). If the advance request does not meet the
criteria, no payment will be authorised. Payment will also be refused, when the
advance request received is due to the employee failing to submit a payment form
on time e.g. a timesheet or expense claim.
In exceptional circumstances, an employee can appeal the decision to refuse
payment to the Head of Employee Services. There will no right of appeal against
this decision if the advance is not authorised.
Employee Services will calculate the amount to be advanced, and ensure the
recovery is made by applying the appropriate updates on ESR.
Employee Services will monitor the volume and reasons for advances being paid
and, where necessary, take remedial action to reduce the number of requests
received e.g. continual late receipt of timesheet information from a Line Manager.
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