{"component": "clause", "props": {"groups": [{"snippet_links": [{"key": "to-ensure", "type": "clause", "offset": [0, 9]}, {"key": "other-errors", "type": "clause", "offset": [25, 37]}, {"key": "the-city-shall", "type": "clause", "offset": [121, 135]}, {"key": "notify-the", "type": "clause", "offset": [136, 146]}, {"key": "affected-employee", "type": "definition", "offset": [147, 164]}, {"key": "as-soon-as-practicable", "type": "definition", "offset": [168, 190]}, {"key": "to-the-employee", "type": "definition", "offset": [278, 293]}, {"key": "in-the-case", "type": "clause", "offset": [324, 335]}, {"key": "the-auditor", "type": "definition", "offset": [467, 478]}, {"key": "the-departmental", "type": "clause", "offset": [560, 576]}, {"key": "in-the-event-of", "type": "clause", "offset": [649, 664]}, {"key": "repayment-schedule", "type": "definition", "offset": [730, 748]}, {"key": "the-schedule", "type": "clause", "offset": [776, 788]}, {"key": "opportunity-to-discuss", "type": "clause", "offset": [880, 902]}, {"key": "schedule-of", "type": "definition", "offset": [907, 918]}, {"key": "to-request", "type": "clause", "offset": [948, 958]}, {"key": "adjustment-to", "type": "clause", "offset": [962, 975]}, {"key": "reasonable-accommodation", "type": "definition", "offset": [1015, 1039]}, {"key": "factors-considered", "type": "clause", "offset": [1041, 1059]}, {"key": "repayment-of-wages", "type": "clause", "offset": [1106, 1124]}, {"key": "not-limited", "type": "clause", "offset": [1142, 1153]}, {"key": "length-of-time", "type": "clause", "offset": [1162, 1176]}, {"key": "normal-salary", "type": "definition", "offset": [1253, 1266]}, {"key": "obligations-of-the-employee", "type": "clause", "offset": [1288, 1315]}, {"key": "the-union", "type": "definition", "offset": [1330, 1339]}, {"key": "salary-overpayment", "type": "clause", "offset": [1389, 1407]}, {"key": "working-days", "type": "clause", "offset": [1524, 1536]}, {"key": "mutual-agreement", "type": "definition", "offset": [1582, 1598]}, {"key": "the-rate", "type": "definition", "offset": [1859, 1867]}, {"key": "repayment-amount", "type": "definition", "offset": [2074, 2090]}, {"key": "pay-period", "type": "clause", "offset": [2095, 2105]}, {"key": "five-percent", "type": "clause", "offset": [2135, 2147]}, {"key": "gross-base-salary", "type": "clause", "offset": [2156, 2173]}, {"key": "lump-sum", "type": "definition", "offset": [2276, 2284]}, {"key": "of-the-city", "type": "clause", "offset": [2357, 2368]}, {"key": "outstanding-debt", "type": "clause", "offset": [2434, 2450]}, {"key": "leave-balances", "type": "clause", "offset": [2489, 2503]}, {"key": "paid-upon", "type": "definition", "offset": [2546, 2555]}, {"key": "employee-requests", "type": "clause", "offset": [2591, 2608]}, {"key": "sole-discretion", "type": "clause", "offset": [2708, 2723]}, {"key": "exceptions-to", "type": "clause", "offset": [2732, 2745]}, {"key": "statute-of-limitations", "type": "definition", "offset": [2997, 3019]}, {"key": "court-action", "type": "clause", "offset": [3025, 3037]}, {"key": "the-city-will", "type": "clause", "offset": [3109, 3122]}, {"key": "right-to-recover", "type": "clause", "offset": [3134, 3150]}, {"key": "covered-by", "type": "definition", "offset": [3187, 3197]}, {"key": "limitations-period", "type": "clause", "offset": [3220, 3238]}, {"key": "duration-of-the", "type": "clause", "offset": [3286, 3301]}, {"key": "this-policy", "type": "definition", "offset": [3333, 3344]}, {"key": "additional-action", "type": "clause", "offset": [3394, 3411]}], "size": 16, "snippet": "To ensure that system or other errors which affect an employee\u2019s pay are processed in an efficient and effective manner, the City shall notify the affected employee(s) as soon as practicable. Payroll errors detected by an employee shall, as soon as practicable, be communicated to the employee\u2019s Departmental Payroll Clerk. In the case of under payments, the Payroll Clerk shall submit the appropriate adjustments as soon as practicable. Payroll errors identified by the Auditor will be communicated to the employee either directly by Auditor staff or through the Departmental Payroll Clerk. Under payments will be processed as soon as practicable. In the event of an overpayment, the Auditor's Office will determine a reasonable repayment schedule and inform the employee of the schedule directly, or through the Department Payroll Clerk. The affected employee shall be given an opportunity to discuss the schedule of repayment and, if necessary, to request an adjustment to the repayment schedule as a needed and reasonable accommodation. Factors considered in determining a reasonable accommodation for repayment of wages include, but are not limited to, the length of time the overpayment has occurred, the amount of the overpayment, the employee\u2019s normal salary, and other financial obligations of the employee. The City and the Union agree that the City is authorized to recover any salary overpayment made to the employee from the employee\u2019s wages. In the event that (1) the employee does not respond within ten (10) working days of being notified of the overpayment, or (2) mutual agreement on the repayment schedule is not achieved within twenty (20) working days of the employee being notified of the overpayment, the Auditor's Office will proceed to implement a reasonable repayment schedule. Generally, overpayment shall be recaptured at least at the rate at which the overpayment occurred. Overpayment shall not be recaptured at a more rapid rate than the rate at which the overpayment occurred, except (1) by permission of the affected employee, or (2) if the repayment amount per pay period would otherwise be less than five percent (5%) of gross base salary each pay period, or, (3) the overpayment was of $99 or less, in which case it must be recouped in one lump sum. However, should an employee with a repayment schedule leave the employ of the City before repaying the City the full amount of any overpayment, the outstanding debt shall be deducted from any salary and leave balances for which the employee would otherwise be paid upon separating from the City. Where an employee requests and the City concludes that s/he has justified a modified repayment schedule, the City may, in its sole discretion, permit exceptions to these standards. The City and the Union agree that the City is authorized to recover any salary overpayment made to the employee from the employee\u2019s wages, except that the City shall not attempt to recover overpayments which are barred by a four year statute of limitations in a court action for their recovery. However, once a repayment schedule is implemented, the City will retain the right to recover the full amount of the overpayments covered by the schedule, and the limitations period for those overpayments shall be tolled for the duration of the repayment schedule. Nothing in this policy shall prevent the City from taking such other or additional action, such as a lawsuit, as is appropriate and necessary to recover overpayments to employees.\n18.1 Fees & Licenses", "samples": [{"hash": "3ZSWGgVNZwI", "uri": "/contracts/3ZSWGgVNZwI#payroll-errors", "label": "Memorandum of Understanding", "score": 28.6666603088, "published": true}, {"hash": "j9gQZM5NDfl", "uri": "/contracts/j9gQZM5NDfl#payroll-errors", "label": "Memorandum of Understanding", "score": 22.2334022522, "published": true}, {"hash": "2yDPzD8lsYc", "uri": "/contracts/2yDPzD8lsYc#payroll-errors", "label": "Memorandum of Understanding", "score": 20.2279262543, "published": true}], "hash": "9a1dc8a93105c20d4040dc94b1f0f5c7", "id": 7}, {"snippet_links": [{"key": "underpayment-of-wages", "type": "clause", "offset": [32, 53]}, {"key": "as-soon-as-possible", "type": "definition", "offset": [73, 92]}, {"key": "in-pay", "type": "clause", "offset": [110, 116]}, {"key": "agreement-between", "type": "clause", "offset": [159, 176]}, {"key": "the-employer", "type": "clause", "offset": [177, 189]}, {"key": "the-employee", "type": "clause", "offset": [191, 203]}, {"key": "designated-union-representative", "type": "definition", "offset": [221, 252]}], "size": 17, "snippet": "Payroll errors resulting in the underpayment of wages shall be rectified as soon as possible. Any overpayment in pay shall be rectified as soon as possible by agreement between the Employer, the Employee affected and the designated Union Representative.", "samples": [{"hash": "6M1M9Ma8wDH", "uri": "/contracts/6M1M9Ma8wDH#payroll-errors", "label": "Collective Agreement", "score": 28.0268268585, "published": true}, {"hash": "7QIcmdGkf6C", "uri": "/contracts/7QIcmdGkf6C#payroll-errors", "label": "Collective Agreement", "score": 24.6906223297, "published": true}, {"hash": "jpQS68fOvZT", "uri": "/contracts/jpQS68fOvZT#payroll-errors", "label": "Collective Agreement", "score": 24.6098556519, "published": true}], "hash": "959e2c2fa62ba9130813eeefc7e82c2d", "id": 6}, {"snippet_links": [{"key": "payroll-error", "type": "clause", "offset": [4, 17]}, {"key": "payment-for", "type": "clause", "offset": [44, 55]}, {"key": "an-employee", "type": "definition", "offset": [56, 67]}, {"key": "processing-agency", "type": "definition", "offset": [163, 180]}], "size": 13, "snippet": "Any payroll error resulting in insufficient payment for an employee shall be corrected, and a supplemental check issued, as quickly as can be arranged through the processing agency", "samples": [{"hash": "40RBsNwRKX5", "uri": "/contracts/40RBsNwRKX5#payroll-errors", "label": "Tentative Agreement", "score": 33.2726364136, "published": true}, {"hash": "1ugPdOKu59h", "uri": "/contracts/1ugPdOKu59h#payroll-errors", "label": "Tentative Agreement", "score": 33.2726364136, "published": true}, {"hash": "kbWDDkDTOS9", "uri": "/contracts/kbWDDkDTOS9#payroll-errors", "label": "Collective Bargaining Agreement", "score": 31.4177150726, "published": true}], "hash": "7500e879983bef62399e123587e7b53f", "id": 10}, {"snippet_links": [{"key": "salary-grade", "type": "definition", "offset": [7, 19]}, {"key": "step-placement", "type": "definition", "offset": [24, 38]}, {"key": "employee-and-the", "type": "clause", "offset": [72, 88]}, {"key": "all-employees", "type": "definition", "offset": [99, 112]}, {"key": "salary-placement", "type": "definition", "offset": [133, 149]}, {"key": "salary-schedule", "type": "definition", "offset": [231, 246]}, {"key": "of-the-district", "type": "clause", "offset": [312, 327]}], "size": 35, "snippet": "Proper salary grade and step placement is a joint responsibility of the employee and the District. All employees are to review their salary placement at least annually and should they believe that they are improperly placed on the salary schedule, they are to immediately bring this information to the attention of the District.", "samples": [{"hash": "8JSepMiiMMX", "uri": "/contracts/8JSepMiiMMX#payroll-errors", "label": "Collective Bargaining Agreement", "score": 34.3413925171, "published": true}, {"hash": "fIGS3zqP4sy", "uri": "/contracts/fIGS3zqP4sy#payroll-errors", "label": "Collective Bargaining Agreement", "score": 33.3219070435, "published": true}, {"hash": "dLl4KGCZhpo", "uri": "/contracts/dLl4KGCZhpo#payroll-errors", "label": "Collective Bargaining Agreement", "score": 31.3007144928, "published": true}], "hash": "38829c4c4c66dd38835ca37225a115ac", "id": 4}, {"snippet_links": [{"key": "classified-employee", "type": "definition", "offset": [120, 139]}, {"key": "district-shall", "type": "clause", "offset": [154, 168]}, {"key": "such-determination", "type": "definition", "offset": [201, 219]}, {"key": "the-employee", "type": "clause", "offset": [229, 241]}, {"key": "statement-of", "type": "clause", "offset": [249, 261]}, {"key": "supplemental-payment", "type": "clause", "offset": [283, 303]}, {"key": "available-funds", "type": "definition", "offset": [322, 337]}], "size": 36, "snippet": "Whenever it is determined and supported by documents that an error has been made in the calculation or reporting in any classified employee\u2019s salary, the District shall, within five workdays following such determination, provide the employee with a statement of the correction and a supplemental payment drawn against any available funds.", "samples": [{"hash": "l3AqZA7EJxi", "uri": "/contracts/l3AqZA7EJxi#payroll-errors", "label": "Collective Bargaining Agreement", "score": 25.3490753174, "published": true}, {"hash": "4iJn6eirAxe", "uri": "/contracts/4iJn6eirAxe#payroll-errors", "label": "Collective Bargaining Agreement", "score": 24.8685836792, "published": true}, {"hash": "33eNhQJ8a2G", "uri": "/contracts/33eNhQJ8a2G#payroll-errors", "label": "Collective Bargaining Agreement", "score": 24.2484607697, "published": true}], "hash": "3b6cee4993e47d2cf9fb5b52ad4d7a6c", "id": 3}, {"snippet_links": [{"key": "payroll-error", "type": "clause", "offset": [4, 17]}, {"key": "payment-for", "type": "clause", "offset": [44, 55]}, {"key": "in-the-bargaining-unit", "type": "clause", "offset": [68, 90]}, {"key": "days-after", "type": "definition", "offset": [176, 186]}, {"key": "the-employee", "type": "clause", "offset": [187, 199]}, {"key": "notice-to-the", "type": "clause", "offset": [209, 222]}, {"key": "payroll-department", "type": "definition", "offset": [223, 241]}], "size": 53, "snippet": "Any payroll error resulting in insufficient payment for an employee in the bargaining unit shall be corrected, and a supplemental check issued, not later than five (5) working days after the employee provides notice to the payroll department.", "samples": [{"hash": "6i5DwQ1VaDf", "uri": "/contracts/6i5DwQ1VaDf#payroll-errors", "label": "Collective Bargaining Agreement", "score": 32.8811912537, "published": true}, {"hash": "4s7DEo4KvjZ", "uri": "/contracts/4s7DEo4KvjZ#payroll-errors", "label": "Collective Bargaining Agreement", "score": 30.7569942474, "published": true}, {"hash": "lVPusm8bQQT", "uri": "/contracts/lVPusm8bQQT#payroll-errors", "label": "Collective Bargaining Agreement", "score": 25.4818611145, "published": true}], "hash": "675e3b317c8a027228c498b2eb154ae2", "id": 1}, {"snippet_links": [{"key": "payroll-error", "type": "clause", "offset": [4, 17]}, {"key": "unit-member", "type": "definition", "offset": [62, 73]}, {"key": "days-after", "type": "definition", "offset": [162, 172]}, {"key": "the-unit", "type": "clause", "offset": [200, 208]}, {"key": "the-district", "type": "clause", "offset": [219, 231]}, {"key": "department-or", "type": "definition", "offset": [269, 282]}], "size": 15, "snippet": "Any payroll error resulting in insufficient/overpayment for a unit member shall be corrected, and a supplemental check issued or repayment made three (3) working days after the error is discovered by the unit member or the District and reported to the District Payroll Department or the unit member.", "samples": [{"hash": "jxIQsi81nSy", "uri": "/contracts/jxIQsi81nSy#payroll-errors", "label": "Collective Bargaining Agreement", "score": 26.1704311371, "published": true}, {"hash": "c692ppkVmp", "uri": "/contracts/c692ppkVmp#payroll-errors", "label": "Collective Bargaining Agreement", "score": 26.1704311371, "published": true}, {"hash": "52ZYihNSiwg", "uri": "/contracts/52ZYihNSiwg#payroll-errors", "label": "Collective Bargaining Agreement", "score": 24.7720928192, "published": true}], "hash": "d1e3b28102c845c66334bfd619939d68", "id": 8}, {"snippet_links": [{"key": "personnel-services", "type": "definition", "offset": [47, 65]}, {"key": "in-relation-to", "type": "clause", "offset": [105, 119]}, {"key": "the-base-salary", "type": "definition", "offset": [120, 135]}, {"key": "overtime-cash-payment", "type": "definition", "offset": [137, 158]}, {"key": "leave-accruals", "type": "clause", "offset": [165, 179]}, {"key": "medical-insurance-premiums", "type": "clause", "offset": [208, 234]}, {"key": "life-insurance-premiums", "type": "clause", "offset": [238, 261]}, {"key": "in-such-cases", "type": "clause", "offset": [263, 276]}, {"key": "the-county-shall", "type": "clause", "offset": [277, 293]}, {"key": "for-purposes-of", "type": "clause", "offset": [295, 310]}, {"key": "future-compensation", "type": "clause", "offset": [311, 330]}, {"key": "notice-to-the-employee", "type": "clause", "offset": [417, 439]}], "size": 47, "snippet": "a. This provision applies when the Director of Personnel Services determines that an error has been made in relation to the base salary, overtime cash payment, paid leave accruals, balances, or usage, or for medical insurance premiums or life insurance premiums. In such cases the County shall, for purposes of future compensation, adjust such compensation to the correct amount. The Director also shall give written notice to the employee.\nb. As used in this section:", "samples": [{"hash": "b4Zh0X0CwCQ", "uri": "/contracts/b4Zh0X0CwCQ#payroll-errors", "label": "Collective Bargaining Agreement", "score": 31.5186519623, "published": true}, {"hash": "gTEVgypD4fR", "uri": "/contracts/gTEVgypD4fR#payroll-errors", "label": "Memorandum of Understanding", "score": 28.6081600189, "published": true}, {"hash": "lvbdDpUZSRe", "uri": "/contracts/lvbdDpUZSRe#payroll-errors", "label": "Memorandum of Understanding", "score": 28.4080257416, "published": true}], "hash": "65742f23bbf3f18ce744c4c9dfa72c42", "id": 2}, {"snippet_links": [{"key": "of-employees", "type": "clause", "offset": [27, 39]}, {"key": "medical-center", "type": "definition", "offset": [67, 81]}, {"key": "as-soon-as-possible", "type": "definition", "offset": [116, 135]}, {"key": "working-days", "type": "clause", "offset": [197, 209]}], "size": 18, "snippet": "Recognizing the importance of employees receiving correct pay, the Medical Center intends to correct payroll errors as soon as possible but will correct payroll errors of $50.00 or more within 5-7 working days.", "samples": [{"hash": "bBEoYsCN5CQ", "uri": "/contracts/bBEoYsCN5CQ#payroll-errors", "label": "Collective Bargaining Agreement", "score": 29.6035461426, "published": true}, {"hash": "9oEKPysojfo", "uri": "/contracts/9oEKPysojfo#payroll-errors", "label": "Collective Bargaining Agreement", "score": 29.6035461426, "published": true}, {"hash": "9euK6xj1TsJ", "uri": "/contracts/9euK6xj1TsJ#payroll-errors", "label": "Collective Bargaining Agreement Addendum", "score": 29.6035461426, "published": true}], "hash": "07f14dd636d81d8fba2a2032d7aa49d3", "id": 5}, {"snippet_links": [{"key": "will-apply-to", "type": "clause", "offset": [25, 38]}, {"key": "payroll-warrants", "type": "clause", "offset": [64, 80]}, {"key": "procedures-and-policies", "type": "clause", "offset": [162, 185]}, {"key": "based-on", "type": "definition", "offset": [190, 198]}, {"key": "education-code", "type": "clause", "offset": [199, 213]}, {"key": "auditor-controller", "type": "clause", "offset": [238, 256]}, {"key": "bargaining-agreements", "type": "definition", "offset": [276, 297]}], "size": 14, "snippet": "The following procedures will apply to the replacement/issue of payroll warrants when payroll warrants are issued for incorrect amounts, lost, stolen, etc. These procedures and policies are based on Education Code sections, Merced County Auditor Controller policy and current bargaining agreements.", "samples": [{"hash": "heoZYZ91BlX", "uri": "/contracts/heoZYZ91BlX#payroll-errors", "label": "Collective Bargaining Agreement", "score": 32.3622741699, "published": true}, {"hash": "3rowPfjm3g8", "uri": "/contracts/3rowPfjm3g8#payroll-errors", "label": "Collective Bargaining Agreement", "score": 32.3432579041, "published": true}, {"hash": "YP3cun4D5o", "uri": "/contracts/YP3cun4D5o#payroll-errors", "label": "Collective Bargaining Agreement", "score": 30.5211372375, "published": true}], "hash": "226eec0e51b14135446d9deecfd31a6f", "id": 9}], "next_curs": "ClcSUWoVc35sYXdpbnNpZGVyY29udHJhY3RzcjMLEhZDbGF1c2VTbmlwcGV0R3JvdXBfdjU2IhdwYXlyb2xsLWVycm9ycyMwMDAwMDAwYQyiAQJlbhgAIAA=", "clause": {"title": "Payroll Errors", "size": 842, "parents": [["pay-and-allowances", "Pay and Allowances"], ["employment-practices", "Employment Practices"], ["wages", "WAGES"], ["salary", "SALARY"], ["ems-services-standby-and-reporting-to-work", "EMS Services \u2013 Standby And Reporting To Work"]], "children": [["overpayment", "Overpayment"], ["insufficient-payment", "Insufficient Payment"], ["", ""], ["warrant-received-but-lost-stolen-or-destroyed", "Warrant Received But Lost, Stolen or Destroyed"], ["warrant-mailed-but-not-received", "Warrant Mailed But Not Received"]], "id": "payroll-errors", "related": [["billing-errors", "BILLING ERRORS", "BILLING ERRORS"], ["compensation-for-basic-services", "Compensation for Basic Services", "Compensation for Basic Services"], ["developer-compensation-for-emergency-services", "Developer Compensation for Emergency Services", "Developer Compensation for Emergency Services"], ["clerical-error", "Clerical Error", "Clerical Error"], ["trade-errors", "Trade Errors", "Trade Errors"]], "related_snippets": [], "updated": "2025-07-24T04:27:57+00:00", "also_ask": [], "drafting_tip": "Specify error correction procedures to ensure timely resolution, define notification requirements to promote transparency, and allocate liability to prevent disputes.", "explanation": "The Payroll Errors clause outlines the procedures and responsibilities for addressing mistakes in employee compensation. Typically, this clause specifies how overpayments or underpayments are identified, reported, and corrected, often including timelines for rectification and methods for recovering or reimbursing funds. Its core practical function is to ensure that payroll discrepancies are resolved efficiently and fairly, minimizing financial risk and maintaining trust between employer and employee."}, "json": true, "cursor": ""}}