Expenses refused because not requested promptly

MattMattMattUK

I do not think that they should outright refuse them, unless there has been a previous warning, but if I were the employer I would certainly be using this as a learning exercise along the lines of "this is your last chance, if you submit late again they will be declined", of course if they have already done that then it is a separate issue. 

I think it was unwise to lie about having IT issues, that is something that they can very easily verify and that will then cause further trust issues between you and your employer. Resubmit them this time, apologise, talk to your line manager and explain that it will not happen again, then, going forward submit your expenses weekly as an absolute minimum, it not on the day they are incurred. 

Bobbobbobingalong

"It has always been fine to ignore the rules and be late in the past" isn't a good look and not an approach I'd recommend!

That's fine, the law however ignores the optics and permits such an approach so it is most certainly something to be tried although a different choice of words would be appropriate.

goater78

Bobbobbobingalong said:

"It has always been fine to ignore the rules and be late in the past" isn't a good look and not an approach I'd recommend!

That's fine, the law however ignores the optics and permits such an approach so it is most certainly something to be tried although a different choice of words would be appropriate.

What law are you referring to?  

Is there a law which says a company is not allowed to put a deadline in for expense claims? If not then I don’t understand what point you are making. 

Undervalued

Bobbobbobingalong said:

"It has always been fine to ignore the rules and be late in the past" isn't a good look and not an approach I'd recommend!

That's fine, the law however ignores the optics and permits such an approach so it is most certainly something to be tried although a different choice of words would be appropriate.

I agree it is unlikely the employer could refuse to pay legitimately incurred expenses because they were submitted late.

However they certainty could, if so minded, take disciplinary action against the OP for failing to comply with the company's rules.

So I really wouldn't make a big issue about it. As I said earlier, answer any reasonable questions, apologise and make sure it doesn't happen again and the money will almost certainly be forthcoming.

Bobbobbobingalong

goater78 said:

Bobbobbobingalong said:

"It has always been fine to ignore the rules and be late in the past" isn't a good look and not an approach I'd recommend!

That's fine, the law however ignores the optics and permits such an approach so it is most certainly something to be tried although a different choice of words would be appropriate.

What law are you referring to?  

Is there a law which says a company is not allowed to put a deadline in for expense claims? If not then I don’t understand what point you are making. 

You must have missed my earlier post, quite elucidatory I think.

Undervalued said:

Bobbobbobingalong said:

"It has always been fine to ignore the rules and be late in the past" isn't a good look and not an approach I'd recommend!

That's fine, the law however ignores the optics and permits such an approach so it is most certainly something to be tried although a different choice of words would be appropriate.

However they certainty could, if so minded, take disciplinary action against the OP for failing to comply with the company's rules.

Assuming that protection under the law is forthcoming for the OP, I would hazard a guess that any semi competent HR bod would be strongly advising line management not to discipline in these circumstances, it could be fraught with difficulty for the employer, particularly as they have, even if inadvertently, expanded their policy to include late processed claims.

goater78

Bobbobbobingalong said:

goater78 said:

Bobbobbobingalong said:

"It has always been fine to ignore the rules and be late in the past" isn't a good look and not an approach I'd recommend!

That's fine, the law however ignores the optics and permits such an approach so it is most certainly something to be tried although a different choice of words would be appropriate.

What law are you referring to?  

Is there a law which says a company is not allowed to put a deadline in for expense claims? If not then I don’t understand what point you are making. 

You must have missed my earlier post, quite elucidatory I think.

Undervalued said:

Bobbobbobingalong said:

"It has always been fine to ignore the rules and be late in the past" isn't a good look and not an approach I'd recommend!

That's fine, the law however ignores the optics and permits such an approach so it is most certainly something to be tried although a different choice of words would be appropriate.

However they certainty could, if so minded, take disciplinary action against the OP for failing to comply with the company's rules.

Assuming that protection under the law is forthcoming for the OP, I would hazard a guess that any semi competent HR bod would be strongly advising line management not to discipline in these circumstances, it could be fraught with difficulty for the employer, particularly as they have, even if inadvertently, expanded their policy to include late processed claims.

I did read your earlier post.  I am just slightly uncertain over what law stops an organisation from putting a time limit on when expenses can be claimed.  Would be quite useful if you could specify what law you are referring too. 

I agree that a company would not discipline an employee for submitting expense claims late.  

Bobbobbobingalong

If an employer permits a course of action or a practice which is outside the scope of its normal provisions by way of contract and/or policy, it can become an implied term and condition and effectively becomes contractual over time. In other words, it is "custom and practice" to say, allow expense claims to be sanctioned even if submitted outside the specified timescale. Here, we appear to have that sort of situation.

It is down to a tribunal to determine whether or not such a situation amounts to custom and practice, there is no set formula to show what is or isn't - that's the gamble - pay this claim of £400 now and the issues goes away or risk losing at tribunal when you would still have to pay the £400 as well as whatever other costs you incur in defending your position.

Should the employer wish to reinstate the intended policy or t&cs, they would then have an opportunity to do so by giving notice to their employees that the practice will cease thereafter.