Did your company have digital attendance system?
Obviously the basic checks n balances had failed.
Your company should examine the whole case thoroughly to get to the root of the problem
Secondly employee needs to be issued show cause notice for drawing double pay.
Offence is serious as he was knowingly drawing double pay.
HR department n people in Corporate HQ need to be made accountable for loss of revenue n double payment.
Anil Kumar KT
Manager HR & IR
When there is a internal transfer from corporate office to factory transfer order to that effect should have been issued with copy to all concerned including Corporate accounts, factory accounts and Factory HR Head. This could have avoided this major issue. It's purely lapse of process. On the other hand how factory manager created new emp id without proper back papers. An thorough enquiry may bring to lime light reg any conspiracy to gain monetary gain
When employee is transferred from Plant to HO then his employee number (ticket number) would not change and the possibilities of double payment would be zero.
May be it is done intentionally, requires proper investigation on the matter.
It is not understood how the HR department of factory created a new ID when the employee has come on transfer. The creation of new ID means new employment and the employee would loose his seniority.
How you generated UAN for the employee(New ID),when UAN is Aadhar seeded, your given explanation is also not satisfactory?
2) Along with this, the employee (transferred) is also equally at fault. He should have clearly mentioned to be existing / transferred employee. In case, factory HR asking employee to resubmit documents, employee should have immediately contacted HO or his previous reporting manager. Also, why did employee who received double salary for 16mths remained quiet till date and not highlight this to factory / HO?
3) Factory HR should have confirmed with HO about the transferred employee. Taking such measures would have easily avoided such errors.
4) The systems might not detect duplication if they are not programmed to deduct any duplication for PAN, Aadhar or Bank details.
I would suggest that the entire HR process for on-boarding, transfers, attendance marking, payroll, org chart, etc should be revamped. Might be there are chances of similar glitches which have happened and have not yet been brought to anyone' notice.