Overpayment recovery

[chaffinch]

Could someone give me some advice please.I have been informed i have been overpaid in driving allowance,which i have to pay back over 3 payments.Approx 12 mths ago i was asked if i was to give my van duty up,and just use my own car on the same duty, it would be more convenient to myself which i refused on numerous occasions, but after a long thought and convincing i accepted on the understanding i was to keep the driving allowance which was promised and guaranteed by the line manager,which i have 2 witnesses.Now have been informed its non pensionable so has to be paid back,PLEASE HELP!!!!

Thanks in advance Chaffinch

[Stormproof]

I too have to pay my driving allowance back even tho my old DOM was aware that I had changed duties and I occassionally did driving duties, also I have to pay back half of my early morning allowance as I do one week earlies one week lates, my colleague also does the same shift pattern as me but still gets the full allowance, I'm not going to drop them in it. Think i've been singled out as punishment for my B & H case. Anyway I too was given the option of 3 different repayment plans the minimum amout £47 per week. I've spoken to all my reps and the minimum payment you can offer is £10 per week, which is what I am paying back now and will be still paying back this time next year. This cock up is down to the book room and the managers

[POSTMAN]

i was asked if i was to give my van duty up,and just use my own car on the same duty

Personally i think you should have to pay it back in one go,well i actually think you should give it to your Manager,as by the sounds of it he could sell sand to the Arabs.


Also the 2 witnesses,do you think they're takin the piss out of you behind your back

[lovejoy]

Could someone give me some advice please.I have been informed i have been overpaid in driving allowance,which i have to pay back over 3 payments.Approx 12 mths ago i was asked if i was to give my van duty up,and just use my own car on the same duty, it would be more convenient to myself which i refused on numerous occasions, but after a long thought and convincing i accepted on the understanding i was to keep the driving allowance which was promised and guaranteed by the line manager,which i have 2 witnesses.Now have been informed its non pensionable so has to be paid back,PLEASE HELP!!!!

Thanks in advance Chaffinch

Hi mate

There is a national overpayments recovery agreement. I have put it below for you. Your rep should (a) be seeking a meeting over the matter and (b) push that some or even all of the payment is waived as it is not your fault in anyway. Hope this helps

OVERPAYMENTS RECOVERY PROCEDURE

1. Objective

The objective of this procedure is to provide advice and guidance for processing of overpayment of wages and expenses cases.

2. Introduction

2.1 The process and procedure set out below will be followed in all cases of overpayments, recognising the legal right and commercial obligation of the Business to recover overpayments and the need to ensure it has a consistent, efficient and legal policy on the recovery of overpayments of wages.

2.2 It is Royal Mail’s policy to pay wages on time and correctly, and every effort should be made to eliminate the overpayment of pay occurring. However, it is the duty of every employee to notify the Business immediately if they become aware of an overpayment in their pay.

2.3 Royal Mail commits to dealing with overpayments in a reasonable and sensitive manner and with due regard for individual circumstances.

3. Process and Procedure

3.1 Where an overpayment is discovered the total amount of the overpayment should be calculated and the reasons for the error established and recorded.

3.2 As soon as an overpayment has been established, People and Organisational Services will notify the employee concerned. This notification will clearly detail the amount of the overpayment, the circumstances that have led to it and the options available for recovering the monies that have been overpaid. The individual should also be informed that advice can be obtained from their Union.

3.3 Where the process in Para 3.2 (detailed above) does not resolve the issue then the employee’s Line Manager will be informed of the overpayment together with the reasons that have led to it occurring, the amounts involved, and advised that they now need to meet with and discuss this issue with the employee concerned.


3.4 The Manager will arrange an interview with the employee concerned. The employee should be given prior notice of the interview and informed that should they wish, the local Union Representative may accompany them to the interview. A record of this interview should be kept by the line manager and copied to the employee.

3.5 The purpose of the interview is to establish all additional relevant facts and any mitigating/personal issues that need to be taken into account. Normally, the outcome of this meeting will be an agreement to repay the overpayment in full, over an appropriate and agreed timeframe. However, in limited circumstances, this interview may lead to agreement that some or all of the overpayment is waived and in extreme cases that the whole overpayment is waived. The MCM/DOM will be responsible for making any final decision on waiving some or all of the overpayment, after seeking advice from their RSM (Advice and Support).

In making the decision referred to above, the following should be considered:-

• whether the Employee notified the Business of the overpayment and, if so, what actions were taken by Management
• whether the overpayment continued for a substantial period of time
• the value of the overpayment in question
• the employee’s personal circumstances.

3.6 Royal Mail’s policy is to seek recovery of overpayments of pay by agreement, wherever possible. However, Royal Mail reserves its statutory right to deduct from salaries any monies owed. The CWU notes it is Royal Mail’s policy to reclaim overpayments of wages in these situations by deducting 10% of the individual’s gross basic pay per pay period until the overpayment is fully recovered. This will be a last resort and only applied after all reasonable efforts have been made to reach an agreement with the employee concerned. Royal Mail commits to dealing with overpayments in a reasonable and sensitive manner and with due regard for individual circumstances throughout the period of the overpayment.


4. Key Principles

4.1 In all cases of overpayments an employee’s pay record/arrangements will be amended so as to rectify the overpayment at the earliest opportunity.

4.2 In cases of bulk overpayments, i.e., where there are two or more individuals, and they have been overpaid as a result of an error emanating from the same source, these may be treated as individual cases.

4.3 In the case of overpayments of less than £25 (pro rated for part time employees), People and Organisational Services will notify the employee that the amount will be automatically deducted in the next pay (whether that be weekly or monthly).

4.4 It is agreed that all underpayments of pay will be paid in full. Where there is an overpayment and an underpayment one will be offset against the other as appropriate.

4.5 Recovery of overpayments will not take place in cases where an employee has died. In instances where the business seeks to recover the monies from an employee who has died, this will be authorised by POS, in conjunction with the RSM (Advice and Support).

4.6 In instances where an employee has left the business, Royal Mail will seek to recover any overpayment. As soon as an overpayment has been established People and Organisational Services will notify the ex-employee concerned. This notification will clearly detail the amount of the overpayment, the circumstances that have led to it, and the options available for recovering the monies that have been overpaid. Debt recovery will be used in instances where reasonable efforts have been made and failed to reach an agreement on repayment of the overpayment.

4.7 Where an employee has given advance notification of leaving the business, the business will normally recover all outstanding monies owed from the employee’s final pay to repay the overpayment.


4.8 In instances where a casual employee is overpaid, People and Organisational Services will notify the employee concerned. This notification will clearly detail the amount the overpayment, the circumstances that have led to it, and the options available for recovering the monies that have been overpaid.

4.9 Overpayments identified as suspected fraud or contributory negligence will be dealt with under the terms of the appropriate national procedures.

4.10 Recovery of overpayments and the arrangements associated with the process will be applied in a timely way in order to ensure that the Business recovers the monies quickly and efficiently, and to minimise any anxiety caused to the employee.

[DGP1]

Could someone give me some advice please.I have been informed i have been overpaid in driving allowance,which i have to pay back over 3 payments.Approx 12 mths ago i was asked if i was to give my van duty up,and just use my own car on the same duty, it would be more convenient to myself which i refused on numerous occasions, but after a long thought and convincing i accepted on the understanding i was to keep the driving allowance which was promised and guaranteed by the line manager,which i have 2 witnesses.Now have been informed its non pensionable so has to be paid back,PLEASE HELP!!!!

Thanks in advance Chaffinch

Stop using your car and get them to get you out to your delivery and back to your DO. Unless you have it in writing you'll have to pay it back but t
let this be a warning to you and others never trust RM.

[Stormproof]

I was'nt notified by my LM about a meeting for the overpayment, I was just asked by him for a quick chat so I did'nt get the chance to get my rep involved at the time. I'm going to have to give up my job in Callers to go back on delivery as I can't afford to work in there anymore, the only allowance I get now is £6 early shift allowance.

[dvbuk55]

I was'nt notified by my LM about a meeting for the overpayment, I was just asked by him for a quick chat so I did'nt get the chance to get my rep involved at the time. I'm going to have to give up my job in Callers to go back on delivery as I can't afford to work in there anymore, the only allowance I get now is £6 early shift allowance.

You must have realised that you were being overpaid both for driving and for the early shift allowance and so you should have taken the appropriate steps.
I have moved from earlies to lates and back again more than once and have always ensured that any discrepancies either in their favour or mine are rectified immediately. The person who is being overpaid in the same circumstances should make sure they don't come unstuck like you - the longer it goes on the worse it will be.

[Stormproof]

Had no idea about the early shift allowance overpayment, I don't know how the allowances are worked out, if I did I certainly would'nt be working for RM. As for the £10 per week driving allowance my DOM was aware of this so I did nothing about it.

[dvbuk55]

Had no idea about the early shift allowance overpayment, I don't know how the allowances are worked out, if I did I certainly would'nt be working for RM. As for the £10 per week driving allowance my DOM was aware of this so I did nothing about it.

However k66 - nil desperandum - in fact no one should now be drawing early shift allowance EXCEPT under the agreement if you were drawing the allowance prior to the agreement then under grandfather rights you should still get it - RM are making exception to the letter of the criteria of early shift allowance for thousands upon thousands of postpeople who don't fulfil that criteria any longer - it isn't a million miles from your circumstances - get your rep to arrange a meeting outlining the proposal that you won't pay anything back and you will claim the early shift pro rata - unlike everyone else who is getting it for nowt.

[andy2007]

Could someone give me some advice please.I have been informed i have been overpaid in driving allowance,which i have to pay back over 3 payments.Approx 12 mths ago i was asked if i was to give my van duty up, and just use my own car on the same duty, it would be more convenient to myself which i refused on numerous occasions, but after a long thought and convincing i accepted on the understanding i was to keep the driving allowance which was promised and guaranteed by the line manager,which i have 2 witnesses.Now have been informed its non pensionable so has to be paid back,PLEASE HELP!!!!

Thanks in advance Chaffinch

Why did you have to provde a replacement for the RM Van?
Surely if you started off using an RM Vehicle, you shouldn't be required to use your OWN Car to do the same duty!

[ronaldo]

i have been paying an overpayment for over two years now and pay £5 a week

[chaffinch]

i was asked if i was to give my van duty up,and just use my own car on the same duty

Personally i think you should have to pay it back in one go,well i actually think your should give it to your Manager,as by the sounds of it he could sell sand to the Arabs.


Also the 2 witnesses,do you think they're takin the piss out of you behind your back

Sorry, i asked for advice not sarcasm.As for the witnesses they also have the same problem it@s happened to them.

[chaffinch]

Could someone give me some advice please.I have been informed i have been overpaid in driving allowance,which i have to pay back over 3 payments.Approx 12 mths ago i was asked if i was to give my van duty up,and just use my own car on the same duty, it would be more convenient to myself which i refused on numerous occasions, but after a long thought and convincing i accepted on the understanding i was to keep the driving allowance which was promised and guaranteed by the line manager,which i have 2 witnesses.Now have been informed its non pensionable so has to be paid back,PLEASE HELP!!!!

Thanks in advance Chaffinch

Stop using your car and get them to get you out to your delivery and back to your DO. Unless you have it in writing you'll have to pay it back but t
let this be a warning to you and others never trust RM.

I don't use the car ON DELIVERY, only to get to my 1st point of delivery,with my 1st bag then when finished i'm 2mins from home.

[chaffinch]

Could someone give me some advice please.I have been informed i have been overpaid in driving allowance,which i have to pay back over 3 payments.Approx 12 mths ago i was asked if i was to give my van duty up, and just use my own car on the same duty, it would be more convenient to myself which i refused on numerous occasions, but after a long thought and convincing i accepted on the understanding i was to keep the driving allowance which was promised and guaranteed by the line manager,which i have 2 witnesses.Now have been informed its non pensionable so has to be paid back,PLEASE HELP!!!!

Thanks in advance Chaffinch

Why did you have to provde a replacement for the RM Van?
Surely if you started off using an RM Vehicle, you shouldn't be required to use your OWN Car to do the same duty!

I was asked, i did'nt have to, i was promised i would keep the allowance, also it benifited me,not RM.

[chaffinch]

Thank you Lovejoy, for the info it's been very useful,TA