Arrearage Collection Process
The arrearage collection process occurs when a paycheck is adjusted that creates an amount owed by the employee to the University.
The Payroll Office typically receives paperwork from Human Resources, HR Pay, or Staff Benefits requesting a specific adjustment for the employee. We process these requests during our adjustment cycle, which happens once per pay period.
Although an arrearage may not have occurred due to any action by the employee, the employee is responsible for the amount owed. There are many different causes of an adjustment that could cause an arrearage. Here are some common reasons:
- A change to a timesheet
- Late reporting of time
- Change in FICA status
- Late enrollment in health insurance or retirement benefits
- Adding a spouse or dependent to health insurance
- Waiting period for health insurance waived
- Late notification of a termination date
- Late notification of a salary/pay rate change
- Late notification of leave without pay
After the adjustment cycle has closed, the employee will receive an email and a letter by mail regarding the adjustment made to the paycheck(s). The email and letter give the specific information for each employee including:
- Pay periods affected
- Paycheck dates affected
- Gross amount of the adjustment
- Net amount of the adjustment due to the University
- Reason for the adjustment
- Payment options
- Response date / due date
The employee only owes the net amount of the adjustment. The gross amount of the adjustment is given for the employee’s records as this amount is subtracted from the year-to-date income and W-2 income.
The employee’s active or termination status with the University does not release responsibility for the amount owed. See the KU Payroll Related Arrearage Collection Policy for more information.
If an employee or former employee does not make payment, a second letter and email will be sent. The second letter gives the same information as the first, as well as notifying the employee of the date that the debt will be transferred to Student Account Services for collection if it has not been paid. Please refer to the Student Account Services website for information related to their collection procedures.