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After last weeks poorly timed health and safety type blog post I am loathe to to write another just in case the worst happens. Anyone want to hear about Swine Flu? No? Thought not.

I've seen a few queries on websites recently where contractors have had issues with their agent or the client they are working with, and generally over historical payments. It stands to reason that right now everyone is scouring their books for the slightest discrepancy, and anything the accounts staff do find will certainly make them look good in the eyes of their employer.

The problem is that the timescale and number of people involved in the contracting process means that sometimes papers are lost or don't get to the right place despite the fact that everyone was paid correctly in the end.

So what's the best way to go about fixing this situation?

First of all, be civil and helpful this doesn't mean you have to be a pushover, but there is no reason to sour relationships straight away. If you're helpful they will be more inclined to talk to you and listen to your side of things.

Next ask them to confirm the details in writing, this isn't confrontational, it's just a way you can be sure of what they are chasing and can check it against your records. Now, you should have kept copies of your documentation, whether it's a timesheet or an expense form or whatever else you are being paid for, as these are your main defense against disputes like this.

If you haven't kept the paperwork it may not be that all is lost, if you were using an umbrella company and sent them a copy of your documents chances are that they will have kept it for their records, the same goes for the agency you were using at the time. They should be happy to help, as it makes for good business practices to avoid disputes as much as possible.

Being able to produce this signed or authorised document for the amount and period in question is normally the end of the problem as it proves that you earned the payment made to you. Call up whoever is chasing you explain that you have the proof that you were due the payment and send them a copy.

If you can't produce documents to back up your story this is where the problems start, my best advice is to speak to Citizens Advice as without proof you have little protection.

If you were aware you were paid incorrectly from the beginning, and they are just catching up with you, your only option is the same option you've had all along, pay it back. Companies nowadays have dedicated debt recovery teams (or even worse have outsourced it), and it's their job to persue this sort of issue to the bitter end, leaving you potentially with a county court judgement, and given the current restrictions on bank lending who wants one more mark against them?

Touch wood, you guys will never need to know any of that, just remember to keep copies of everything.

Have a great weekend.

Hugo
10/07/2009