Each agency had its specific procedure for recoupments except for recoupments identified as part of the upgrade in September 2005 where a national agreement was made. Prior to the upgrade in September 2005 there was no national agreement in place for overpayments. The following was agreed nationally and communicated to trade unions at national and local level, namely, that for recoupment values less than €15, employees were notified in advance through internal notification — notices on notice boards, internal e-mail and through line managers. The recoupment value is listed on employees' October 2005 payslips as advance notice. The recoupments will be deducted from employees in November 2005. For recoupment values greater than €15, a separate letter is being issued to the individual employees advising them of the arrangements. The recoupment value is listed on employees' October 2005 payslips as advance notice. Employees are being contacted during October 2005 to agree a repayment process. Repayments can be made over a number of pay periods and this is based on the amount due.
Prior to the upgrade in September 2005 there was no national agreement in place for overpayments, and the following agency agreements were operated. The process for recovery of overpayments in the north-western area is as follows: identification of overpayment is made; the recoupment is agreed with the employee; for smaller amounts recoupment is made in the next available pay cycle; and for larger amounts the period is agreed with the employee and, as a rule of thumb, should be less than one year. The amount may extend beyond one year on occasions if the amount involved is large.
The process for recovery of overpayments in the midland area is as follows: for small amounts the overpayment is recouped in the next available pay cycle; and the maximum period allowed for repayment is two years.
Regarding the mid-western area, once an overpayment has been identified the employee is notified and recoupments are made in accordance with an agreed repayment schedule.
At St. James's Hospital, the payroll department will not deduct an overpayment unless agreed with the employee or, in the absence of employee agreement, the payroll department will initiate a repayment plan resulting in a 5% fortnightly or 10% monthly deduction of the total amount overpaid.