Hi everyone
I have an issue with an employee who has been with us for 9 years.
Approx 3 years ago, he put in an expense claim for a period of 3 years, which was signed by his Manager, but questioned by the Exec. The employee was advised that he need to put claims in preferably monthly.
3 years later, and he has again put in expenses for a 3 year period. However, we have tightened up our policies and procedures, and his claim was refused. We offered to pay for expenses that he had receipts for, but not for the mileage. The employee has put in a grievance, and appealed the outcome. His claim is around £8k, which will also have an effect on the bottom line.
The individual claims that no one has told him in the 9 years that he should claim expenses monthly, and that even at the last time he had claimed this, he was not told explicitly to claim monthly.
Our handbook and policy state that expenses should be claimed on a regular basis.
He has been told several times by his Line Manager in an open meeting that expenses need to be claimed regularly.
If we refuse to pay the expenses would we be in breach of unlawful deductions?
