This is a bit longwinded, but I want to try and make sure I cover everything I have been told.
I have a friend who’s been in a their current managerial role for about 18 months (with just over 20 years’ experience in similar roles overall).
Towards the end of last year, a new team member failed probation. My friend informed HR and passed the probation pack to senior management for sign off, as required.
Recently, while reviewing training records, they noticed this person was still listed in the system. They flagged it to HR, who then discovered the individual was still being paid, and had been paid for two months after failing probation.
On my friends rest days, a few days ago, their manager sent them a text telling them what had happened and asked if a leavers form had been completed. My friend replied that they had completed the leavers form and that they had handed the probation pack to the manager for sign off.
However, after thinking about it, they believe the leavers form wasn’t submitted. They had informed HR and handed over the probation pack, but didn’t complete the form because the process required uploading the probation pack, which they no longer had.
HR had also said they would handle sending the failure letter, as they wouldn’t provide the employee’s address.
At the time, my friend remembers seeing the person still listed in their team on the T&A system for a couple of weeks, but assumed it was due to payroll timing. When the name disappeared around payday, they believed HR had completed the process.
All communication with HR was done via ticketing, so there is a record of what was reported.