Collect overpayment of Service Stipend

Procedure to collect the repayment of a service stipend award overpayment:

The following procedure should only be used to collect overpayments for service stipend payments issued in error that were charged to departmental or grant funding sources.

Instructions:

• Email the Payroll Office to report the over-payment and request a “net repayment of over-payment calculation” for the student to reference and to include as supporting documentation for audit purposes. Payroll’s contact information may be found on the below website:
  • https://financialaffairs.georgetown.edu/home-page/contacts/#
• Prepare a salary over-payment notification/Payroll Over Note form for the student to sign and for you, as the department administrator, to sign. You can find the form to complete on the below link:
  • https://georgetown.app.box.com/s/ug7y0myk2f0ly0b7im2o
• Email the student with the total net amount s/he is expected to remit to Georgetown University. You must include a copy of the formal email to the student as supporting documentation as well.
• Collect a check for the net amount to be paid by the student and make sure the student makes that check payable to Georgetown University.
• Please complete a “deposit ticket for cash or check” which can be found on the Financial Affairs website link below:
  • http://financialaffairs.georgetown.edu/forms/forms.html
• Once you have completed the deposit ticket, please have the designated person in your office enter the request into the TouchNet system.
• Then hand-deliver the processed deposit ticket and check to the Bursar’s Office located in the basement of White Gravenor.
• Please email a scanned copy of the receipt from the Bursar’s Office to gradstipendsupport@georgetown.edu.
• You should expect a credit to appear as expected on the Payroll Journal Transactions report for this funding source.