Please see below an extract from JSP 752. Unfortunately, I am regularly requested to authorise claims which SP have failed to submit within the 90 days allowed. As you will see from the extract, my hands are tied. If you submit a claim later than 90 days from the date the expense was incurred, without EXCEPTIONAL reason, the claim cannot be approved.
You may wonder why the rule is in place, as I was, and the official response is as follows:
The main reason this policy was implemented was to ensure sufficient internal controls are applied to ensure effective governance at all stages of T&S claims in order to mitigate the risk of regular, low value and opportunistic fraud within the organisation. In addition late claims have an impact on local budgets, which could be detrimental to the business.
JSP 752 Extract
01.0113. Time Limit for Making Claims. Claims are to be submitted for payment within 90 days of the date on which actual expenditure was incurred. Failure to do so will result in the claim’s rejection unless there are exceptional circumstances, e.g. compassionate reasons. These exceptional circumstances must be supported by the Chain of Command and approved by the Budget Manager prior to submission. Supporting receipts and documentation must still be retained in accordance with para 04.0303. Claims submitted outside 90 days due to exceptional circumstances must be submitted within 6 years of the date on which actual expenditure was incurred. No payment will be made for any claim outside this 6 year period.