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Los Angeles Expense Reimbursement Lawyer

If your employer has failed to pay you for work-related reimbursements that you are entitled to, call the passionate Los Angeles expense reimbursement lawyers at Aegis Law Firm. We offer free consultations and Spanish-speaking services. Call us today at (949) 379-6250 to schedule an appointment.If you have mounting work-related expenses that your employer fails to reimburse, you have rights. California law makes provision for the reimbursement of expenses incurred in relation with a person’s work duties. Aegis Law Firm can help you hold your employer accountable.

  • Aegis Law Firm is a team of experienced employment law attorneys fighting for individuals wronged at work throughout Los Angeles.
  • For almost 20 years, our Los Angeles employment law attorneys have been helping real people win the compensation they deserve.
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For some jobs employees may incur necessary expenses in order to carry out their work duties. Often these expenses are reimbursed by their employer. Which expenses are reimbursed and the rate of reimbursement are often matters that are covered in the employment contract.

Do I Have a Valid Claim?

An expense reimbursement lawyer can assess your situation and determine whether you have a valid claim, but here are a few key points to consider:

Legal Compliance

The first step is to ensure that the claimed expenses comply with relevant labor and employment laws. This includes verifying that the expenses are directly related to the job and were incurred in the course of performing work duties.

Company Policy Adherence

Meticulously review the company’s expense reimbursement policy to determine whether the claimed expenses align with the specific guidelines and requirements outlined. Personal or non-work-related expenses are typically not eligible for reimbursement.

Documentation and Evidence

Look over the documentation (e.g., invoices or receipts) you provided for the claimed expenses and check for accuracy and authenticity. If there are any discrepancies or missing information, it could impact your claim’s validity.

Evidence of Denial or Non-Payment

There should be evidence that the employer denied or failed to process a legitimate expense reimbursement claim without valid reasons.

If your employer retaliated against you for asserting your right to reimbursement, you may also have a claim for retaliation. This could involve adverse actions, such as termination or demotion. 

How Can a Los Angeles Expense Reimbursement Attorney Help?

An Expense Reimbursement Attorney can provide invaluable assistance if you believe you have a claim. Here is how they can help:

  • Extensive Knowledge: An attorney experienced in expense reimbursement matters will possess a deep understanding of the labor laws and regulations that apply to your case. 
  • Policy Analysis: They will meticulously review your company’s expense reimbursement policy to ensure it aligns with state and federal laws and if it has been properly implemented.
  • Documentation Review: An attorney will scrutinize the documents you have gathered to support your claim. They can identify any gaps or discrepancies and help you gather additional evidence to strengthen your case.
  • Negotiation and Communication: Your attorney can handle all discussions with your employer or their legal representatives on your behalf. They can skillfully negotiate for a fair resolution and advocate for your rights.
  • Maximize Compensation: An experienced attorney will work to ensure you receive the maximum compensation you are entitled to under the law, which may include reimbursement for valid expenses and any additional damages if applicable.
  • Protection Against Retaliation: If you are concerned about potential retaliation for asserting your right to reimbursement, an attorney can advise you on how to protect yourself and take appropriate legal action if necessary.
  • Trial Experience: If negotiations do not lead to a satisfactory resolution, an attorney can help you file a lawsuit. They will guide you through the litigation process and present a compelling case in court.
  • Class Action Representation: In cases where multiple employees are affected by a widespread expense reimbursement issue, an attorney can help initiate a class action lawsuit to collectively address the matter.

Hiring trusted legal representation can also provide you with peace of mind. Knowing you have a knowledgeable and skilled professional advocating for your rights can help alleviate stress and uncertainty. 

What to Do if I Haven’t Been Reimbursed?

If you have not been reimbursed for job-related expenses, consider taking the following steps:

Review Company Policy

Familiarize yourself with your company’s expense reimbursement policy to ensure you have followed all the required procedures outlined in the policy.

Double-Check Documentation

Verify that you have provided accurate and complete documentation for the expenses in question. 

Contact the Accounting or HR Department

Reach out to your company’s accounting or HR department in writing to inquire about the status of your reimbursement. Ask if there are any additional steps you need to take or if there have been any delays in processing. 

Document Communication

It is critical to keep a record of all communication regarding your reimbursement request. This includes emails, phone calls, and any responses from your employer or relevant departments.

Request Clarification

Ask in writing for specific reasons why your expense reimbursement request was denied.

Discuss with Supervisor or Manager

If the issue persists, consider discussing it with your immediate supervisor or manager. They may be able to provide insights or intervene on your behalf.

Consult an Employment Lawyer

If your efforts do not lead to a resolution, seek advice from a trusted Los Angeles Expense Reimbursement Lawyer. 

File a Complaint with Labor Authorities

You can file a report of your employer’s labor law violation to the Labor Commissioner’s Office location nearest you. 

File a Lawsuit

You and your attorney may choose to file a lawsuit against your employer if your case has not been successfully resolved. 

Evidence in an Expense Reimbursement Claim

In an expense reimbursement claim, evidence plays a pivotal role in substantiating your case. Here are the types of critical evidence you need:

  • Original Receipts and Invoices: These are primary documents providing proof of the expenses incurred. They should clearly indicate the date, nature, and amount of the expense.
  • Itemized Expense Reports: Detailed reports that break down each expense, providing a clear overview of what was spent, when, and for what purpose.
  • Travel Itineraries and Documentation: For expenses related to travel, evidence like flight tickets, hotel receipts, and transportation invoices serve as crucial proof.
  • Meeting Agendas or Invitations: If the expense is associated with a business meeting or event, providing evidence of the meeting agenda or invitation can help establish the legitimacy of the claim.
  • Contractor Invoices or Agreements (if applicable): If expenses involve payments to contractors or third-party vendors, having the corresponding invoices or contracts can be vital.
  • Communication Records: Any emails, messages, or other correspondence related to the expenses.
  • Approval or Authorization Records: If there’s a requirement for managerial approval, retaining records of such authorizations is crucial.
  • Policy Documentation: The company’s expense reimbursement policy, if it exists, serves as a guideline for what expenses are eligible for reimbursement. This can be essential in demonstrating that the claimed expenses comply with company rules.
  • Bank Statements or Credit Card Statements: Additional evidence of the transaction if original receipts are not available.
  • Photographic Evidence (if applicable): In some instances, especially for physical assets or property-related expenses, photographs can be a valuable form of evidence.
  • Witness Testimonies (if applicable): Witnesses who can confirm the legitimacy of the expenses may be relevant.
  • Notarized Affidavits (if necessary): In some cases, notarized statements from relevant parties may be required to support the claim.

Clear, accurate, and comprehensive documentation can significantly strengthen your claim.

Reimbursement for Work-Related Expenses

California Labor Code section 2802 provides that an employer shall reimburse their employee for all actual and necessary expenditures incurred by the employee that are directly related to the discharge of the employee’s duties.

An employer who fails to pay their employee when the reimbursements are due, may be ordered to pay the interest on the sums due. A court may also impose other penalties on an employer who fails to reimburse their employee’s expenses.

What Constitutes Necessary Expenditure under the Law?

Under the Labor Code section 2802, necessary expenditures or losses are defined as “all reasonable costs, including, but not limited to, attorney’s fees incurred by the employee enforcing [their] rights…”.

Expenses typically reimbursed by employers include:

  • Mileage expenses
  • Tolls
  • Airfare and hotel accommodations
  • Cell phone bills
  • Internet charges

Not all expenses you incur for your work-related activities will be considered necessary and reasonable. If you are not sure about your legal position regarding your expenses, you should speak to an expense reimbursement attorney in Los Angeles who will assess your case and make a determination about whether it meets the legal standards.

What if the Employer Claims that Other Payments Cover the Expenses?

There are instances where an employer makes other arrangements to cover an employee’s necessary expenses such as increasing the base salary, or offering a higher commission rate for sales positions.

In such cases, the employer is required to provide a method or formula to identify the amount of the employee’s payment that is intended to cover their expense reimbursement. The method or formula should be made clear, and communicated to the employee so that the employee can determine whether the employer has met its legal obligations regarding both salary and expense reimbursement.

How Can I Prove My Employer Violated the Law

For an employee to successfully make a claim that an employer violated Section 2802 requiring reimbursement of necessary work-related expenses, the employee must prove the following elements of their case:

  1. That they were an employee of the defendant employer
  2. That they incurred necessary expenses either in the discharge of their duties or in obeying the employer’s directions
  3. The employer failed to reimburse their expenses

To succeed, the employee must prove all three elements in addition to proving that the employer either knew or had reason to know that the employee incurred the expenses.

Contact a Los Angeles Expense Reimbursement Attorney for Assistance Today

If your employer fails to reimburse you for work-related expenses, the law allows you to seek reimbursement with interest. At Aegis Law Firm, our legal team can assess whether you have a valid claim and help you take appropriate legal action to get the compensation you deserve. Call us today at (949) 379-6250 to schedule your free consultation.