Special Pay Circumstances
- Electing to Be Paid Over 12 Months: The 9-over-12 Plan
- Collection of Overpayment
- Court-Ordered Garnishments
- Lost or Stolen Check
- Workers Compensation
- Employment and Income Verification
Any employee on a 9-month appointment can choose to be paid over 12 months if they meet these criteria:
- Hold primary appointments in class 93XX, 94XX, 96XX, or 97XX
- Have appointments at least 9 months long
- Have appointments of at least 50% time
The 12-month period will begin on the first day of the first pay period of the fiscal year. The fiscal year begins July 1. New academic employees can begin their 9- or 10-over-12 plan the following payroll year.
How to Start
If you are signing up for 9-over-12 for the first time, be sure to complete the 9-over-12 Memorandum of Agreement (pdf) before the first pay period of your normal term. The memorandum describes the 9-over-12 plan and the approvals you'll need to start the plan.
You only need to fill out a new memorandum once, the first year you begin the plan
How to Stop
To stop the 9-over-12 process, complete the 9-over-12 Memorandum of Agreement (pdf) and check the "Stop" box.
If you have been mistakenly overpaid, your department will contact you. Your department will explain the circumstances of the error, discuss the repayment process, and get your consent to make deductions from your paycheck until the amount has been repaid.
If you are a terminated employee, your department will contact you about the overpayment and send the overpayment information to Payroll Services. Payroll Services will contact you with the repayment amount due and answer any questions about the process and how it will be reflected on your pay statements and W-2.
The pay reversal process will "back out" a payment made to you in error. It is used only when a payment is made that you should not have received. When you return the check or repay the net pay amount that was originally given to you in error, Payroll Services will "reverse" the original payment to reduce your year-to-date taxable gross and tax amounts as though the payment had never been made.
Your pay will be adjusted if you have received a partial overpayment. You must repay the net overpayment amount by personal check. The adjustment process will first reverse the payment that was incorrectly made and then calculate the payment the way it should have been paid. The difference, or net amount owed, will show as "Adjustment Earnings" in the "Hours and Earnings" section of your adjustment pay statement. The statement will also show the net amount from the original payment as a "Net Pay Adjustment" under the "After-Tax Deductions" section of your statement. The pay adjustment process reduces your year-to-date taxable gross and tax amounts to what should have been paid.
For more details, see HRMS Business Process: Overpayment Collection (pdf).
Garnishments are court-ordered deductions. Payroll Services is required to withhold amounts from an employee's pay to satisfy a child support order, tax debt, or court judgment. There are several common types of garnishments:
- Creditor garnishment: This is a legal order that authorizes the withholding of part of an employee's wages to satisfy a debt owed to a creditor. Payroll Services is required to comply with the court order and remit the amount stipulated, up to the maximum allowed by law.
- Child support withholding: An employee's wages may be withheld to satisfy a child support order from a court or a state child support enforcement agency. The enforcement of child support orders is a joint federal/state responsibility.
- Tax levy: Federal or state tax levies require deductions from an employee's wages to satisfy a tax debt. Tax levies must be satisfied before all other garnishment orders, except for child support.
- Bankruptcy orders: These take priority over other wage claims, including tax levies and child support withholding orders received before the bankruptcy. All other garnishment orders are stopped because the trustee will pay them out of the amount withheld under the bankruptcy order.
- Student loans: Congress has authorized garnishment of wages to repay delinquent student loans granted under the Federal Family Education Loan Program or Guaranteed Student Loan Program. Child support orders take priority over student loan garnishments.
Contact your department's payroll administrator to stop payment on the check and request a replacement check.
See the University's Workers Compensation policy for information on replacing lost wages due to job-related injury or illness (see Questions 13 & 14).
The University of Minnesota offers an automated employment and income verification service that allows employees to have employment and salary verified within minutes. The service is provided through a secure, third-party product called The Work Number (TWN). The service can be used for mortgage applications, reference checks, loan applications, apartment lease applications, or any reason you may have to verify your University of Minnesota employment information.
We suggest printing out these instructions to help you navigate the TWN site.
How to Use TWN
For Employment Verification
TWN allows a prospective employer or others to view your employment information online. No income information is viewable.
1. Provide the individual requesting your employment information with:
- The UMN Employer Code: 12278
- Your Social Security number
2. Direct your verifier to www.theworknumber.com, where they can view your employment information. The employment information available on TWN is:
- Employment status (active or inactive)
- Original start date
- Total time with the University
- Job title (if multiple appointments exist, the information is from the primary appointment)
For Salary and Employment Verification
Note: No one is allowed to view your income information without your permission. You alone can grant permission to see income information by creating a salary key you request on the TWN site.
1. Create a Salary Key.
This is a six-digit number that allows one-time access, by the verifier, to your employment and salary information. To create the Salary Key:
- Access www.theworknumber.com/employees/
- To log in: Enter the University's employer code: 12278
You may be prompted to register with security management for the site. If so, you will be asked to choose and answer several security questions and provide contact information. (Note: furnishing phone numbers is optional.)
- Click "I want to provide proof of employment AND income" from the list of options.
- Click "Create a Salary Key" from the list of Verification options.
- User ID = Your Social Security number with no dashes
- PIN = The last four digits of your Social Security number and the year of your birth (for example: 99991982)
- Click the "Create a Salary Key" button.
- Write down or print out the six-digit Salary Key and provide it to your verifier.
- If you need more Salary Keys, click the "Create Another Salary Key" button. Note: A Salary Key can only be used once and will expire in 60 days. If multiple verifiers need income information, you will need multiple Salary Keys.
2. Provide your verifier with:
- The University's Employer Code: 12278
- Your Social Security number
- Your Salary Key (see instructions above)
- The Work Number website: www.theworknumber.com
Note: Make sure you provide your verifier with the www.theworknumber.com website. The website from the "Create a Salary Key" section is an abbreviated site for employees only.
Viewing your Employment Data Report
Employees may download one employment data report annually without charge. This report will show not only UMN information but also information from other employers if they have contracted with TWN for employment verification.
If you have problems logging in to The Work Number's secure site, contact their customer service center at 800-996-7566 or call the Office of Human Resources at 4-UOHR (612-624-8647 or 800 756-2363). The verification fax number is 612-625-2574.
Frequently Asked Questions
How does the University of Minnesota do employment verifications?
The University uses a third-party vendor to provide automated verification of employment and income. The Work Number is an automated, secure service to verify employment status and/or salary information. Typically, you may need verifications when you apply for a loan, lease an apartment, or apply for a job. The University has followed the example of many other large employers, both public and private, and has outsourced employment verification to streamline the process and provide service to employees and verifiers 24 hours a day, seven days a week.
How often is the verification database updated?
The University sends an updated file to The Work Number after each biweekly pay cycle.
How does the verification process work?
Most large lenders and employers already use The Work Number and are familiar with the process. Others may register with The Work Number by visiting www.theworknumber.com or by calling 800-367-5690. Verifiers who want to be billed by their phone company, rather than registering with The Work Number, may call 900-555-WORK, and they are charged a nominal per-minute fee for the call.
Are employees charged for verifications?
Employees should not be charged for verifications from The Work Number. Most lending institutions or property managers charge flat loan-processing fees to cover the cost of verifications such as these. If employees receive a charge that is identifiable as a Work Number verification, they may request a refund from The Work Number by calling 800-996-7566.
How secure is the site?
For more information, visit The Work Number website.