Facing Termination Over Old Travel Expenses: How Can I Save My Job Now?

I worked as an area manager for 4 years in a retail company. One week ago, my HR gave me an integrity letter stating I had charged more for conveyance during my travel out of the city 8 months ago. These charges were already approved by the heads 8 months back and reimbursed. Why is it coming up now after 8 months? Why wasn't I informed earlier? As per the travel policy, if it exceeds the company's limits, the additional amount will not be reimbursed. However, HR is not listening and has sent me a termination letter. Please help me further. How can I save my job? One week ago, without a suspension letter, I was asked to stay at home. Now, termination.

Regards, Suraj

Dear Suraj,

It appears that you have been targeted with false allegations. If there is a discrepancy in your reimbursements, the Finance team will communicate with you first, not HR. Additionally, according to your statement, the amount was reimbursed to you 8 months ago.

The best course of action would be to try to discuss this issue with your reporting manager or with the Management if possible.

Regards,
Vamsidhar

Comments on Discrepancy in Travel Claim

a) If the discrepancy was detected in your claim eight months after the travel or eight months since the claim was raised, the company still has the right to initiate disciplinary action against you. The discrepancy might have also been observed by the auditors.

b) If your company has set certain slabs for the travel allowance and you exceeded the limit, your contention is that the company should have paid you according to your eligibility. Why did the company pay an excess amount? But then the question arises, did you claim more than your authorization? If yes, why?

c) Suppose you exceeded the expenditure; however, you submitted the bill only for the amount for which you were eligible. Nevertheless, without looking at the amount mentioned in the claim, the company paid the full amount as per the attached bills. Even in that case, why did you not submit an application for the refund of the excess amount?

About Suspension and Termination

Whatever the type of misconduct, your company should have conducted a domestic inquiry and then awarded the suitable punishment. However, in your post, nowhere have you written about a domestic inquiry. If such an inquiry is not conducted, then your termination is illegal.

Solution

I recommend you talk to the HR Head to reduce the punishment. Accept your fault. You may ask them to impose a penalty that is 'X' times the claimed amount. If they accept your plea, you will be able to protect your employment. This, in itself, will be a major achievement. Does raising the excess claim merit termination? Is it at par with embezzlement? I do not have any case law. Other members may give their opinions.

Thanks,

Dinesh Divekar

Dear Mr. Kumar,

You have not mentioned in explicit terms whether you claimed excess conveyance. Is your claim substantiated by documentary evidence? Your contention is that your claim has already been approved, and the amount has already been paid to you. This should not be construed as the management not having the right to question such actions. On the contrary, if you are innocent, you can disprove the management's claim and also question any subsequent termination.

Thank you.