National Heavy Vehicle Regulator: over payments
The CPSU NSW has recently been requesting the National Heavy Vehicle Regulator to take steps to identify and rectify the continued issues from the external payroll provider Definitiv.
At this stage Definitiv conducted an audit on the Payroll Software Build: this identified that the system was triggering an automatic three hour minimum of overtime entered in the timesheet from between Monday and Friday inclusive. For example: if an employee enters 30 minutes of overtime worked in the timesheet on a Monday, the system would automatically record this as three hours of overtime (150 per cent for two hours and 200 per cent for one hour).
The CPSUNSW position is that the fault lays squarely with National Heavy Vehicle Regulator for engaging an external payroll provider, however employees still need to repay any overpayments.
Fixing an overpayment
What members need to know when overpayments occur, the employer and employee should discuss and agree on a repayment arrangement. If the employee agrees to repay the money, a written agreement should be made which sets out the following:
- Reason for the overpayment – if members are in any doubt or don’t understand the breakdown or the amount of money overpaid request a review and an explanation.
(Do not enter into any agreement until you are satisfied its correct)
- The way in which repayments will be made (for example, cash, cheque or electronic transfer) and how often (this has to be reasonable).
Members should have received the recovery letters by this time which includes several options on repayment and offers employees an avenue to discuss and take into consideration hardship.