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Travel Expenses not being signed on time!

Mister_Zim
Posts: 5 Forumite
Hi,
I've been working for the NHS now for nearly eight years and my role requires me to travel off-site often. When I started we used a simple paper system to log mileage etc which was sent off to be signed. This used to get 'lost' and payments weren't paid in the next months pay.
Now there's an online system where I have to submit my claim by a certain time of the month to be 'signed off' by a certifying officer. On many occasions they do not sign them off by the deadline given and I don't get my money until the next pay day (as long as they're signed off by the next deadline). I already run a month in advance so this leaves me two months behind and still have to pay out for the current months travel costs.
I have complained to my line manager, my department manager and the manager who signs off the expenses. I've also complained to HR and the problem still occurs - especially when the certifying officer is on annual leave when the deadline arises.
I don't know what to do about this and am asking for any help? My girlfriend works for Network Rail and any expenses claimed are paid within three days of submission - how can the NHS/my NHS Trust be so backward about this.
Thanks for taking the time to read my post and any info will be greatly appreciated!:mad:
I've been working for the NHS now for nearly eight years and my role requires me to travel off-site often. When I started we used a simple paper system to log mileage etc which was sent off to be signed. This used to get 'lost' and payments weren't paid in the next months pay.
Now there's an online system where I have to submit my claim by a certain time of the month to be 'signed off' by a certifying officer. On many occasions they do not sign them off by the deadline given and I don't get my money until the next pay day (as long as they're signed off by the next deadline). I already run a month in advance so this leaves me two months behind and still have to pay out for the current months travel costs.
I have complained to my line manager, my department manager and the manager who signs off the expenses. I've also complained to HR and the problem still occurs - especially when the certifying officer is on annual leave when the deadline arises.
I don't know what to do about this and am asking for any help? My girlfriend works for Network Rail and any expenses claimed are paid within three days of submission - how can the NHS/my NHS Trust be so backward about this.
Thanks for taking the time to read my post and any info will be greatly appreciated!:mad:
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Comments
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Is there an option of a corporate card which would cover things other than your mileage? Or do the NHS have the modern style corporate cards which you pay off yourself first anyway?0
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Can you get an advance/standing imprest?0
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What have the various people/depts you have complained to said?
Is this time frame within the company agreements?
If not can you take a cash advance from the company to cover the outgoings?0 -
I would say Network Rail are the exception rather than the norm, I've never had expenses paid that quickly. Mine currently take 2 - 4 weeks, and a single payment date per month is pretty common. So having to wait a while isn't unusual, but not having them signed off to meet the deadline (as long as they are submitted to the certifying officer in time) isn't acceptable. Perhaps you could start charging interest on any payment received late?0
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There is no chance of a card or an advance, I've tried those!
I'm doing my part by submitting my claim by the deadline. I submit my claim 10-14 days before the deadline to allow for any issues but they still sometimes just don't get signed off!!0 -
Mister_Zim wrote: »There is no chance of a card or an advance, I've tried those!
I'm doing my part by submitting my claim by the deadline. I submit my claim 10-14 days before the deadline to allow for any issues but they still sometimes just don't get signed off!!
How hard have you tried?
Have you told them you can't go away because you cannot afford to spend any more of your own money?0 -
We have the same type of system. You have a couple of options:
1. Contact the authorising manager before the cut off date and ask that they action then (gentle persuasion).
2. Discuss with line manager about second authorisation for period of absence - there is usually an option to add an additional authoriser - usually the line manager's manager. Then if they are absent (annual leave/sickness) you follow step 1.
3. Raise a grievance (may have an impact on your relationship with your manager)0 -
We have the same type of system. You have a couple of options:
1. Contact the authorising manager before the cut off date and ask that they action then (gentle persuasion).
2. Discuss with line manager about second authorisation for period of absence - there is usually an option to add an additional authoriser - usually the line manager's manager. Then if they are absent (annual leave/sickness) you follow step 1.
3. Raise a grievance (may have an impact on your relationship with your manager)
The above looks like good advice to me, although rather than submitting a grievance I would perhaps consider telling them that you're very sorry but because the previous months expenses were not paid you do not have the money to do any travel that month. If their failure to authorise the expenses claims starts to impact on work getting done they'll have to sort it out or will face questions from above about why the work isn't being done.
I've had employers who had an 8 week delay on expenses payments in the past and am very glad that my current employer runs a system like the Network Rail one - my claims are in the bank within 5 days (and sometimes as quickly as three). So lucky!Common sense?...There's nothing common about sense!0 -
The issue is almost certainly with your manager, your best way forward may be to find out how many others are being inconvenienced and consider an collective approach and go above your managers had if necessary, then consider going to grievance.Don’t be a can’t, be a can.0
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I would say Network Rail are the exception rather than the norm, I've never had expenses paid that quickly.
As a relevant (to the op) comparator, I work in central government and out T&S claims are processed via e-form and are paid within 3 days of approval.That sounds like a classic case of premature extrapolation.
House Bought July 2020 - 19 years 0 months remaining on term
Next Step: Bathroom renovation booked for January 2021
Goal: Keep the bigger picture in mind...0
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