My employer is refusing to pay my expenses claim, what can I do?

[adnilc]

For the past 6 years I have claimed my expenses at work every 6 to 8 months and been paid in full, but my employer is refusing to pay it this time I have claimed after 7 months. Is this legal or am I covered under the law of custom and practice

[AlBags]

I think the first step would be to ask them why not, don't you?
Thay might disagree with entries .. or something else in the detail (if there is any detail)
Why don't you do it monthly?

[factor-fiction]

A little more info would help, please. What are the expenses for, can you fully justify them and are they in accordance with the company's (and HMRC's) rules. And why do you only claim every 6-8 months? Why are they refusing on this occasion?

[adnilc]

The expenses are for mileage used in my car, they were signed as correct by my line manager but head office are now saying that I cannot claim expenses for more than 3 months. I have never been informed of this, as I have always claimed them every 6 to 8 months and occasionally over a longer period without a problem. I also do not have a contract of employment but in the company handbook it does not stipulate the time limit on claiming them.

[boxtops]

I can only cite what happens for me - we were told via an announcement to all employees, some while back, that we could only claim retrospectively for three months. Anything not claimed for a period before then would be thrown out. It was otherwise impossible for the organisation to budget for travel claims, as they had no idea what claims were likely to come in - one of my ex-colleagues once submitted a claim which was 14 months old. If your employer has a Travel and Expenses policy, it will state in that how frequently you can claim - if it's been updated recently then I would have hoped that they would have alerted those who might be affected, then it's up to you to check and submit accordingly. Have a word with your HR department to confirm the position.

[factor-fiction]

You will have a contract of employment- it's just that it doesn't seem to be written down in that form. You need to clarify all your contractual terms and conditions. As for teh expenses, you need to ask your employer for clarification of where the time limits are stated and how they were communicated.
Most employees I've known put in their claims within 24 hour hours.

[buildersmate]

Every employee has a contract of employment - whether they think they have or not.
If you've been doing it this way before, get your line manager to talk to Head Office.
However I agree that claiming that infrequently is pretty poor practice - how the heck can a manager remember what an employee has been doing that related to miles claims 6 months ago is anyone's guess. I'm not surprised HO is kicking up about it.

[madmaggot]

I suggest that you talk to your line manager and ask that he/she support your claim and request that in this instance it may be paid, bearing in mind that you were not made aware of the change in company rules, and that you undertake to submit your claims promptly in future.
If this is unsucessful then approach the relevant trades union for your employment or ask the advice of ACAS.

[Skyline D]

I wouldn't normally leave a claim for more than six months but it certainly will have happened in the past. I generally don't bother claiming expenses until they mount up to a couple of hundred quid at least.

If no-one ever told you that you couldn't claim that far back retrospectively and you were accustomed to doing so then I don't see any reason they shouldn't pay it now, albeit with a proviso that they won't do so in future.

[mccfluff]

you need to talk to them, we changed out policy and you can only back claim a month but we did inform everyone. maybe they'll let this one go through but after that you'll need to do them monthly

[EvenstarCrystal]

I would suggest you talk to Personnel (H.R.)

[oracle39]

I would start putting in claim forms as soon as they arise and keep a personal diary/record to check they are repaid. This might cheese them off, but at least you will get your money. Also tell HR you want to raise grievance that usually has an effect. If you have always done it your way for more than a year then it is seen as custom and practice regardles of wht is written, if they were paying you they accepted it as custom and practice. If they didnt like it they should have notified you on the first occurrence. If they want to change it now they need to pay you what is owed and then discuss how they want you to proceed re future payments

[oracle39]

Contracts of employment can be in any form verbal or other wise dont worry. see www.direct.gov.uk

[Reece101]

I am a similar situation and the expense rule is one month. They are refusing to pay as it is in the expense policy but not sure if that is contractual or not. I intend to do a tax assesment any way and get my tax back..so at least that is something.