Who has to reimburse the UW?

Employees who perform jury duty receive their regular pay while serving. At this time some contract classified employees must reimburse the UW for compensation they receive while on jury duty in accordance with the provisions of the collective bargaining agreement that governs their employment. See the applicable collective bargaining agreements on the Labor Relations web site.

 

Classified non-union and professional staff are not required to reimburse the University for compensation received while serving on a jury.

For professional staff information, please see the Professional Staff Program Civil and Military Leave web page.

 

For classified non-union employees see the Civil Leave web page.

 

The amount the employee must pay back is determined under RCW 2.36.150. It can be anywhere from $10 per day for each day served up to $25.00 per day. Most Washington State counties pay $10 per day.

 

Employees are entitled to keep any portion of the payment that is necessary to offset expenses that the employee would not otherwise have incurred: mileage/travel.

 

The employee needs to endorse the check to the UW and give it to their payroll coordinator. If the check includes mileage/travel, the employee may cash the check and write a personal check for the $10.00-25.00 a day. The Payroll Coordinator will then need to attach a memo including: employee’s name, EID and phone, and send it off to the UW Payroll Office, Box #355655.

 

Altering or correcting an RST submitted prior to 12/3/2008 requires the reversal of Journal Vouchers (JVs). In this process, the Payroll Office will completely reverse these transactions (originally processed as Transaction Code 35). Any additional transfer must be done in My Financial Desktop.

RSTs processed prior to 12/3/2008 are designated with JV#s ranging from 85000-98999 (Transaction Code 35). Since these transactions are not accessible through Financial Desktop as an adjustable salary transfer, the transaction needs to be completely reversed, manually, by the Payroll Office using the Correction of Previous Retroactive Salary Transfer form (see below). This process completely reverses the JV. Once this process is complete, the department will need to make any future changes or corrections to the affected budgets through Financial Desktop. Note that this process applies only to transfers processed under the prior RST system, and does not apply to an OSET processed in Financial Desktop.  Also note that this is only a reversal to a prior RST, not a correction.  Corrections must be applied through Financial Desktop once the reversal has been processed.

 

Print out the Reversal of a Previous RST form and send it to the Payroll Office (Box 355655 or Fax:  206-543-8137).  If the form has been faxed, do NOT send the original via mail; this will avoid duplicate posting of the transaction.

Make copies to keep in the departmental files.  Also make copies for other departments if the transfer involves their budget(s)

For Faculty Effort Certification: Include a copy of the above form and attach it to a corrected Certification Report and send this form to Management Accounting and Analysis (MAA)

 

When an employee has been paid on an incorrect earn type, the changes often have tax implications and cannot be processed in Financial Desktop.  For these types of changes, please send an email to payme@u.washington.edu with the basic details of the change and you will be instructed to provide specific information to complete this adjustment.