Overpayment Information
05/06/2022

 
UHRM has developed overpayment general information and overpayment FAQ sheets to help answer any questions you might have.

Employees who were overpaid during the UKG (Kronos) outage received an email on 4/8/22 with instructions of how to view a summary of their overpayment. The overpayment was calculated based on records in UKG and interim timekeeping systems and accounts for the difference between what was worked from 12/1/21 to 1/31/22 and what was paid.

There is a new tile called "Reconciled Check Details" in CIS which provides a summary sheet of how the overpayment amount was calculated.

Written instructions on how to view the summary

The University will recoup overpayments made to employees in 2021 and 2022 by temporarily reducing their 2022 wages by an amount equal to the overpayments, beginning with the paycheck on June 7th. In an effort to minimize disruption to employee checks, reductions will be made on the following schedule:

If employees believe that their pay for December and January is still incorrect, they should contact their manager or payroll reporter. The overpayment calculation is a reflection of what HR systems indicate. If it is determined by the manager or payroll reporter that the pay is still not correct, departments should contact their payroll specialist to correct the records. Changes to time records can be made using a paper timesheet and must be submitted to payroll by 5:00pm on May 20th.

W-2 Information for Overpayments

• Employee’s 2022 W-2 to be issued in January 2023 and will show the accurate amount of wages paid in 2022
• Employee’s 2021 W-2 issued in January 2022 accurately reported the amount of wages paid in 2021
• Employees will not receive a corrected W-2 for 2021

Underpayment Check
03/23/2022

 
If an employee received a special check on 3/23/22 due to an underpayment during the UKG (Kronos) service outage, there is a new tile called “Reconciled Check Details” in CIS which provides a summary sheet of that payment. This summary sheet shows how the pay reconciliation was calculated. If an employee received a special check, they will also receive a separate email from HR with more information

Written instructions on how to view the summary

If an employee did not receive a special check on March 23rd, our records indicate that they were not underpaid.

After reviewing their special check utilizing these tools, if an employee still believes that their pay is not correct, they should contact their manager or payroll reporter.

Accruals (Vacation, Sick, PTO, etc.)
Leave accruals will be reconciled and updated to UKG (Kronos) on April 5. Employees will see this on the April 7 pay stub.

Overpayments
We are finalizing assessment of overpayments. If an employee has been overpaid, they will be contacted by Human Resources by Friday, April 8 with additional information. We appreciate your patience while we conclude this evaluation.

Payroll Reporter Tools
03/23/2022

 
Payroll Reporters can review any payments made to employees on the March 23rd special check by running Earnings, Benefits, & Taxes (EBT) reports. Instructions on running these reports can be found here.

UKG (Kronos)
03/04/2022

 
Thank you for your understanding and patience during the UKG (Kronos) service outage. Teams across the University are working diligently to remedy the impact to employees.

Historical pay corrections for previous pay periods affected by the UKG outage are nearly complete. We anticipate special reconciliation checks to be released on March 23. This check will be issued to non-exempt (hourly) employees who did not receive their full pay for hours worked during the UKG outage for the 12/15, 12/31, 1/15, and 1/31 pay periods. The check will be the sum of any over- and underpayments from the four affected pay periods, according to the time entries that employees and payroll reporters approved during the time validation period. Please remember this is a special check outside of the normal paycheck on March 22.

Information will be given to employees to provide further clarification and information regarding the amount of this special check.

Leave accruals will be reconciled and updated to UKG (Kronos) on April 5.

A process for overpayments is still being determined, and employees will be contacted directly regarding overpayments.

We understand this has been difficult and frustrating, and we appreciate your patience as our teams work as quickly as possible to rectify incorrect pay.

UKG (Kronos) Update
02/18/2022

 
Thank you for your understanding and patience during the UKG (Kronos) service outage. Teams across the university are working diligently to remedy the impact to employees.

As a reminder, UKG (Kronos) services have been available since February 1, and hourly employees should be clocking in and out at time clocks or via Kronos Timestamp as of February 1. Exceptions and time away from work (such as sick time or vacation/PTO) should be tracked using your department’s typical process.

We are actively working on historical pay and accrual corrections for previous pay periods (12/1 through 1/31), but please note that the February 22 paycheck (for the February 1-15 pay period) will NOT include any historical pay corrections. Pay corrections will be rectified by a special check outside of the regular pay schedule at a future date. Additionally, accrual balances may not be accurate on pay stubs until pay corrections are complete.

We understand this has been difficult and frustrating, and we appreciate your patience as our teams work as quickly as possible to rectify incorrect pay.

Payroll Reporter Q&A Session
02/01/2022

To view the recorded Q&A Session held on 1/31/22, please click here. For a pdf of all questions and answers from the session, please click here..

Payroll cutoff date/time for upcoming pay periods.
01/10/2022

UKG (Kronos) Outage
Main Campus and UUHA Employees
Frequently Asked Questions
Updated 06/10/2022

 
What is the payroll deduction code/description that I will see on my check?
The deduction will show as "Overpayment Payback Gross Pay" and will look like this:

How are taxes calculated with this? I thought I already paid taxes on the overpaid amount.
Taxes were paid on the original amount. The overpayment will decrease the amount of taxes owed as the deduction is reducing taxable wages.

I do not believe that I was overpaid. Who can help in determining this?
Start with your department. They will do a review of the hours reported in Kronos for the outage period and what you were actually paid. If there is a difference, they will work with their payroll specialist in payroll.

If the current deduction amount is presenting a hardship for me, can I get the deduction extended?
If you are having a hardship with the amount that is being deducted, please reach out to your payroll specialist in the payroll office. They will review your case and determine if there is a suitable period of time for repayment. You can find the payroll contacts here;

How will I know when I have completed the repayment?
The deduction is automatically set to continue until the overpayment amount has been met. Once met, you will no longer see the deduction from the paycheck.

Can I pay the overpayment back all at once?
Yes. Please contact your payroll specialist directly to set this up.

Can I request to have a larger amount withheld each pay period?
Yes. Please contact your payroll specialist directly to set this up.

What happens if I do not work a regular schedule and do not have any hours?
The amount will deduct automatically each time you have hours worked until the overpayment amount has been met.

What process are we following to fix pay?

The first step is time validation. In order to complete time validation, we first had to ensure time had been entered into UKG (Kronos) during the periods when the application was not available: the 12/15, 12/31, 1/15, and 1/31 pay periods. Payroll Reporters and manager/supervisors then reviewed and approved this time. The time validation step has been completed as of February 11.

The second step is pay reconciliation, which is the comparison of what was earned versus what was paid for the 12/15, 12/31, 1/15, and 1/31 pay periods. The University payroll team will be responsible for this phase of the process. During pay reconciliation, no changes can be made to time in UKG (Kronos) for the 12/1-1/31 pay periods.

At the conclusion of pay reconciliation, we will run a special payroll to address any differences in pay. Once the dates are solidified, we will send an update to employees.

Why can't an employee be paid for anything owed now that UKG (Kronos) is available?
Payment to the employee cannot occur until all time validation has been completed. The pay the employee received during the UKG (Kronos) outage needs to be compared to what the employee should have received. During the outage, employees were only paid for straight time and might not have received overtime, differentials, etc. Once all time validation has been concluded, the payroll department will be comparing the pay between both systems to find the differences owed.

Vacation and Sick Accruals seem to be off on paystubs. When will those be fixed?
We are working on fixing accruals, and will include this as part of the reconciliation process after time validation occurs. Currently, our top priority is to ensure employees’ time is accurately entered and approved.

What if an employee ended employment with the University during the UKG (Kronos) outage?
Once the pay reconciliation has been completed, if the terminated employee is owed any pay, a check will be created and sent to them

What if an employee was overpaid during the UKG (Kronos) outage?
Once time validation and pay reconciliation is complete, University leadership will determine how to handle overpayments. A process will be determined at that time.

Are W-2s accurate?
W-2s for the 2021 calendar year are now available on CIS. Please keep in mind:

• The December 22, 2021 paycheck was the only regular paycheck during the Kronos outage that is part of the 2021 W-2 statements.
• W-2s are based on the date of pay, NOT dates worked.
• Therefore, the January 7, 2022, check is not included as part of your 2021 W-2 statement.

Any tax-related updates for the January 7 and 21, and February 7 checks will be adjusted in Kronos prior to the 2022 W-2 statements, issued January 2023.

Based on our analysis of the December 22, 2021 check, the majority of the pay errors we identified will not meet the criteria that would require a corrected 2021 W-2 (W-2c) be processed.

If a pay issue from the December 22, 2021 check constitutes a correction to an employee's 2021 W-2 statement, you will be contacted directly.

Tax Services has also released more information here.

What happened to UKG?
On Sunday, 12/12/21, UKG (Kronos) notified customers worldwide that it experienced a ransomware attack affecting the system used by the U of U and U of U Health to manage payroll, timekeeping, scheduling, and other HR-related processes. The application was unavailable from 12/12/21 to 1/31/22.

What information was compromised in the ransomware attack?
University employee personal data provided to UKG (Kronos) as part of HR processes is limited to name, date of birth, and home address. Social security numbers and other personal data have not been provided to UKG.