Receipts for work misplaced - further action?

eyelinerprincess

OH is worrying his head off! Basically he was given 100 (can't find the pounds key on this laptop, it's the hash key when I press it!) to buy some stuff for work. He spent 55, gave 40 to a colleague who offered to help (with permission from work), and owes them the change. He handed the stuff in, and as far as he knows, the receipts were in the bags with the items, and in all likelyhood they have been chucked by whoever unpacked the stuff. He's now had a letter saying that the receipts are needed, and if not produced, further action will be taken. He's itemised everything he bought, along with the price and place he bought it, but is worried sick he is going to be fired. He's never had a warning, written or verbal.

Anyone had any experience with something like this, or any advice?

heretolearn_2

Poor man, this must be a big worry.

Did he know what he was supposed to do with the receipts? Clearly (to me) you don't just leave them in the carrier bags with the goods - it's his responsibility to submit them to accounts along with the change, as they need to be tied up with the purchase and recorded properly in the company ledger, and kept for records. The change plus the receipts need to add up to the £100. It's not the responsibility of the person who is going to use the stuff he bought, naturally they just chucked the bags away.

However, that wasn't clear to him. Is it the first time he's had to buy stuff? Was he told what to do with the receipts and how to submit them? If not, then he can apologise but explain that he's never been trained on what to do in this situation, so just did what he thought best, which was leave them with the goods. OK, he should have asked if not sure, but overall it's the failing of the company to train/instruct him.
If he did know but just forgot/didn't bother, not much he can say to defend himself. All he can do is grovel.

It's an issue because without the receipts, the firm can't account for this properly. Is it possible to get copies of the receipts (I know it depends what he bought and where from.)

Getting fired would be a bit extreme though :-) so I wouldn't worry that much. The goods are there, he's given them the change, so there should be no concerns about theft.

paulwf

Although it is far from ideal I would apologise and offer to repay the £100. Obviously weigh up the situation...how much does he get paid and what action are they likely to take? If he earns a decent amount and they are threatening to sack him it's an option. If he earns a pittance and they will just give a slap on the wrist then obviously react accordingly.

Another option may be to rebuy the goods using his own money to get receipts to submit...the office will need to know what he is doing as receipts are dated but it may be they need a paper trail for any new equipment. Could he use the duplicate goods at home?

Try and speak informally to HR/accounts it can't be the first time a receipt has gone missing. I bet they'd rather just have the money back and drop it rather than having to go down the formal route.

lucylucky

No need to pay back the £100 as that is not what has gone missing.

It is the receipts for goods purchased.

Can he try and get receipts again, as has been suggested, or can he at least show the company the prices he paid.

Wouldn't be the first time someone has lost a receipt, hardly a sacking offence. More a slapped wrist

Any

Yes, it is also clear to me that you need a receipts, even clear that you need VAT receipt to reclaim VAT, but believe you me you need to spell it out even to the most senior people in a company very often!!!

It is definitely not sackable offence, especially if the company admits that they have the goods. I would just go in and explain that noone told him to submit the receipts SEPARATELY from the goods!!

When stuff arrives in our stores and it has been bought on credit card for example, our storeman doesn't just discard any paperwork that was inside/on the box!!

I would offer to go to the supplier to get a new receipt (if possible) and look pathetic and appologetic.

£100 is not a big deal !!!!!!, it can be easily replaced by a manual receipt in accounts signed by manager. I am very surprised they even sent him the letter!

spendaholiceejit

I agree with Any. I've misplaced receipts for things that I have had to buy for a previous job, and although the office were miffed, it was never even mentioned again. It just made me more aware next time.

I'd just go to explain to them. And you may be able to get a duplicate receipt from the stores. We used to do this occassionally for people who needed them. Don't worry too much. It is totally fixable. Sending a letter to your OH sounds ridiculous to me.

DVardysShadow

paulwf wrote: »

Although it is far from ideal I would apologise and offer to repay the £100.

There is no £100 to be repaid. No goods missing either.

Just some paperwork

pinkshoes

Could he just put it in writing that the receipts were supplied in the bags with the goods, so if they can give him back the bags the goods were in, he can supply them with the receipt.

Without receipts, it just means they lose out on claiming back the VAT, so hardly hte end of the world, and definitely not a sackable offence!

bettybelle

tell your poor OH to stop worrying..like some others, I can't believe he was even sent a letter about it! A slapped wrist is what he'll get no doubt, he can just apologise and make sure he doesn't misplace the receipts again

Savvy_Sue

Did he pay with the cash? Because sometimes I might have the cash, but use a credit card, in which case submitting the credit card bill would do the trick.

Having spent the best part of the afternoon attempting to reconcile cash expenses, not having the receipts is always the least of my worries. Just writing on a piece of paper how much you had at the start of the month, how much you got out of the cash tin during the month, how much you spent, what you spent it on, and how much you've got left appears to be completely beyond the capabilities of otherwise intelligent people. And this is despite the fact that I've set up a spreadsheet which does all the sums for them, they just have to enter the basic information!

I'm very polite and helpful on a first offence, but when people keep doing it wrong month after month after month I get a bit less polite. In fact today I've been a bit mental about it.