Delay in Submission of Reimbursement of Expenses against Business Purchases

Hello Experts.

I am here to seek for your help. I am from New Delhi and one year back I was working in a company based out of Gujarat. The company terminated me, as the new manager did not like me. Just before one month that is during may 2022 I made business purchases, worth Rs. 1,25,000 approx. including flight tickets, hard disk and other stuff like factory signages, stickers for products etc. Because all the information was in official email id which I could not access due to my termination. It took me a lot of time to get all transaction details and then reaching the vendors for bills and payment reciepts. And also coming back to delhi without job I was in depression with no money in hand, fin ding a job became my first priority. When i got all the information of invoices and payment recipets, I send those to my employer asking to pay me the amount. Now the company is saying they will not pay me because I have delayed. Is there a solution where in I get my money back. Thanks in Advance.

Hi Sanjeev,

Sorry to hear about your situation — that sounds really tough.

Regarding your reimbursement claim, here’s some insight and possible steps you can take:

1. Company's Stance on Delay

Companies often have internal policies about timely submission of expense claims.
However, if the expenses were genuinely business-related and you have proof (invoices, payment receipts), you have a valid claim.

2. Check Your Employment Agreement/Policy

Review your employment contract or company’s reimbursement policy to see if there is a time limit mentioned for submitting expenses.
Sometimes, there is a grace period or clauses about exceptions due to extenuating circumstances.

3. Legal Position

If the company refuses, you may have a claim for reimbursement of expenses incurred in course of employment.
Such claims are often considered as debt owed to you by the employer.
Delay alone does not necessarily absolve the company from paying if the expenses are genuine and business-related.

4. Possible Actions

Send a formal written demand (email or legal notice) detailing the expenses and attaching proofs, asking for payment.
Mention that these were necessary business expenses and you are entitled to reimbursement.
If ignored, you can consider filing a claim in labour court or consumer forum (if applicable).
Alternatively, consult a labour law expert or lawyer to send a legal notice.

5. Alternative Approaches

If you have an ex-manager or HR who can vouch for the expenses, get their written confirmation.
If possible, try mediation or discussion with higher management.