Mistaken Payment Due to Same Names: How Can I Fix This Payroll Error?

Dear Sir/Madam,

I have made the wrong payment to two employees because their names are the same. One of our employees needs to claim he has been absent for three months, but I mistakenly marked him as present. Please help me so that I can rectify my mistake.

Thank you.

Employee Absence and Payroll Management

The employee who was absent for the last three months, has he resumed his duties or is he still absent? If he has resumed his duties, then call him to the HR Department and instruct him to surrender immediately the unauthorized amount that he has received. In case he is still absent, approach your bank with an authorization letter from the MD of your company and reverse the fund transfer with respect to the account of that absent employee.

If the employee has not been attending work for the last three months, then why have you kept him on your payroll? If he is on the payroll, then at least create a separate category under which the names of such employees can be included. This will help you avoid similar mistakes in the future.

Thanks,

Dinesh Divekar

For EPF correction, meet the PRO of EPF regional office. If the period is from April 2016, then they will ask for submission of 3A for the concerned months. However, where the account slips are issued, e.g., Feb paid in March, it gets tough to get rectified.