Over stated mileage claim

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This is a friend. She swears it was accidental. She got muddled when completing her claim and has over claimed by c.200 miles. Basically double what she should have, so should have been an obvious mistake (ie to her when checking/signing)

She's been told there will be an investigation under the discipline and dismissal procedure, which states that over claiming expenses is gross misconduct.

So, her question is, would a company usually follow that to the bitter end, for a relatively small error rather than deliberate systematic fraud?

What support should she expect from her union?

She needs to show it was a genuine error due to xyz. If she immediately offers to repay then I can't see why they would necessarily pursue it. Did she offer to put it right the minute she realised her error?
Is she usually an honest employee?

She didn't notice the error, she was "caught" in their checking process so she hasn't actually been paid. Does that make a difference?

Again, there have been no other issues.

Again? Afaik

I think it depends on her relationship with her employer. I've made some almighty fuck ups in the past but have been forgiven due to my overall track record. People make mistakes. So long as she is open and transparent then I can't see it going too far.
Can't help with the Union advice as not allowed to be in a Union myself.

If they want rid of her they can sack her for this. Technically it is gross misconduct. If she is a valued employee they will probably rap her knuckles. The fact that they are approaching it like this makes me think they don’t rate her.

”Can't help with the Union advice as not allowed to be in a Union myself.”

Anyone can join a union if they like- your employer can’t stop you!

I suppose it will come down to judgement. Does she regularly claim mileage? Is it a accurate? Why did she make the mistake? How is she at work? Is her work high quality? Is she liked? Ultimately, will people give her the benefit of the doubt. If she were my member of staff, I would be looking very closely at her claims history.

Finfintytint

Can't help with the Union advice as not allowed to be in a Union myself.

This is not actually correct. Everyone - by law has the right to belong to a Union and it is against the law not to permit it. Including Armed Forces (British Armed Forces Association) and the Police (Police Federation) However, neither of these groups currently have the right to strike.

OP. I think she could be for the sack if they are making a formal process - although if it is a large corporation with set procedures (ie Civil Service , large multi national) she may just have to go through it regardless. Agree with pp, it will depend how much they value her and what a worthwhile employee she has been previously.

I cannot by law belong to a trade union (police). The Federation is not a union.

Past history might play a role although not obvious which way. If she's claimed for years without any issue, it ups the element of trust and that this was genuinely uninte tional but then questions how she could not have noticed. If she's new, it could be more understanding that her lack of experience would have played a role but then no history of her being otherwise trustworthy.

Does she regularly claim travel expenses and does it tend to be a similar amount each month?

It sounds like they are already taking it pretty seriously. Does she have regular mileage claims? Doubling the mileage doesn't seem like a minor mistake to me, it feels like it should have stuck out like a sore thumb. I am not sure how she is going to be able to evidence that it was a mistake.

They will probably go over previous other expense claims, overtime, company mobile phone bills etc with a fine tooth comb to ensure there are no other anomalies. If they are clear and she has an explanation for the obvious error she might stand a chance.

When you say overclaimed by 200 miles, was it something obvious like stating a return trip from London to Oxford was 300 rather than 100 miles, which could be explained as a slip of a digit or where she has withheld the details of the trip or lots of smaller errors?

Sounds like it was lots of extra fudging rather than a one line entry. If she is was trying to cover some personal mileage or even didn't visit where she said she was this could definitely be GM

Agree, the devil will be in the detail ...... one genuine error from an otherwise conscientious employee who is valued etc will likely see a different outcome from someone who has other problems at work. It doesn't sound a huge monetary value (if it's 200 miles @ 45p) - which may be in her favour, as a one-off it's hardly scandal of the century - but a lot of fraud starts as a small amount to check the system first.

Is there an obvious reason for the error which is believable as genuine e.g. the figures are next to each other on a keypad.

Just another thought, I submit my expenses claims online, but my manager then has to authorise them. I have to tick a declaration before I press submit and from what I remember as a manager, I had to do likewise. If your friend has the same system and the manager has authorised the claim to be paid, then claims she has authorised should also be looked at in case she was colluding or not scrutinising them properly. However, perhaps your friend should take care if she goes down that route as she probably needs the support of her manager in this.

In my experience this happens quite often and its fairly clear when it's a genuine mistake. Eg someone uses Google maps to measure the return journey they did, and then they go into the expenses claim, and put in the full 100 mile journey but tick a box saying it was a return journey, so suddenly they've claimed twice as much as they should.

Where I work we'd almost certainly see a one off as a genuine mistake. We check every claim though, not just random samples, so no one would submit something thinking that they might get away with it not being checked which might also be a factor in how we would view an overstated claim.

I got investigated when I added one mile to what google maps said. The venue I was going to was in a pedestrianised bit so I had to park in a car park that involved a one way system. I used my car mileage to make the claim. We were only entitled to 25p per mile so they were actually arguing over 25p! Luckily the M.D. was brought in due to the "fraud". He rolled his eyes and and shouted at the finance manager for being a prick.

A 100mile claim just before Christmas however is very suspicious!

As above, depends on all the circumstances.