Hawaii Information Portal

In the case that an employee chooses to repay overpaid amounts by personal check, use the following steps to ensure that the personal check is deposited correctly and the employee’s payroll balances are adjusted.

1. Department staff visits the bank to deposit check into DAGS account via deposit slip plus 3 copies.

• • If available, use departmental deposit slips and send deposit slips via their courier through the ASO office (normal deposits) to FHB.

2. Deposit slips go back to the department.

3. Department sends deposit slip and entire Treasury Deposit Receipt (TDR) to Budget & Finance office (B&F) to batch.

• • TDR should be prepared with the following:
    • Fund = Trust
    • Detail Fund or Appropriation = Payroll Clearance Fund
    • Reference Codes = 01 122 T 10 (current FY) 915 M 9200 050
    • Comments Section:
      • Reason for TDR, be as specific as possible (i.e. Salary Overpayment Recovery)
      • Employee Name
      • EMPL ID
      • PR/Dist
      • Paycheck Date
      • Name of Bank
      • Personal Check #
      • Personal Check Date
      • Personal Check Amount
      • Department contact name and phone #
    • If courier services are not available, mail or interoffice to the following address:

State of Hawaii

Department of Budget and Finance

ATTN: B&F Treasury

PO Box 150

Honolulu, HI 96810

4. Department prepares documents to be forwarded to Central Payroll.  Please include:

• • Copies of the confirmed deposit that has the validation # and date after confirmed by B&F.
  • Copies of supporting documents regarding OPR calculations (i.e Exhibit D from http://ags.hawaii.gov/wp-content/uploads/2019/01/CM2019-01.pdf)

5. Department forwards document copies to Central Payroll via one of the following options:

• • • Create a Salesforce ticket at https://hipservice.hawaii.gov/s/ and attach document copies to the ticket (preferred option)
    • Send copies via department courier services
    • Mail copies to the following address:

DAGS Central Payroll

PO BOX 119

Honolulu, HI 96810

6. Central Payroll reviews and completes adjustment if there are no issues.