October 13, 2020

TO: UCPath Transactional Users
FR: Jim Corkill, Director, Business & Financial Services (BFS) 
RE: 2020 Year-End Overpayment Deadline on November 16, 2020

Please read below for information on UCPath - What You Need to Know About Year-End Overpayment Deadlines.

Overview & Reminders: 

As you may know, adjustments to an employee’s earnings and tax withholding record depend on if an overpayment is recovered. The Internal Revenue Service (IRS) states that the recovery of an overpayment must happen in the year the overpayment occurred. Please review your employee’s job data as soon as possible to ensure it is correct and that there are no potential overpayments for November or December 2020.

Important 2020 Year-End Deadlines:

  • The UCPath Center (UCPC) can only adjust an employee’s earnings report (i.e., Form W-2) if the adjustment request to payments (that occurred January 1-November 15, 2020) is received by BFS no later than 5 p.m. on Monday, November 16, 2020. 
  • Submit a request via BFS ServiceNow as soon as an overpayment is identified. 
    • All overpayment requests must be received by 5 p.m. on November 16, 2020. 
    • This date is critical, as any requests received after November 16, 2020, may not be processed before year-end (December 31, 2020.)
  • What happens if I do not submit adjustments before the end of the year?
    • If any overpayments identified after November 16, 2020, are unable to be corrected before December 31, 2020, they will be processed as prior-year overpayments resulting in the employee owing unrecoverable taxes.
  • Is there anything else I should know that might affect the employee’s repayments?
    • Be sure to notify the employee of the situation, so they can prepare/arrange for repayment before December 31, 2020.
    • Employees who have previously agreed to repayment terms and are actively participating in repayment efforts will not be subject to this deadline.
    • If repayment is not made in 2020, the employee will be subject to repay a higher amount since withheld taxes cannot be adjusted in subsequent years. Please share this information with them when you review the overpayment packet.
  • Any uncashed paychecks that are not due to the employee that the departments or employees are holding onto must be returned to UCPath immediately to the address below for the employee’s 2020 W-2 to be correct: 

UCPath Center
14350 Meridian Pkwy.
Riverside, CA 92518

Please notify Isaias Loya (isaias.loya@bfs.ucsb.edu) when you send the checks to UCPath. 

If you have other questions, please contact one of the following offices: