Terms & Conditions
PAYEback Ltd — Terms & Conditions (P87 Employment-Expenses Service)
Company details: PAYEback Ltd, registered in England & Wales under company number 15900853. Registered office: Orega, The Colmore Building, 20 Colmore Circus Queensway, Birmingham, B4 6AT.
1) Scope of service
1.1 We prepare and submit P87 employment-expenses claims for PAYE employees for the current tax year and up to the last 4 completed tax years.
1.2 If total allowable expenses for a tax year exceed £2,500, the claim must be made via Self Assessment (not a P87).
1.3 From 14 October 2024, HMRC requires supporting evidence before progressing P87 claims; we will request and review evidence before we submit.
2) Your authority & repayments
2.1 You appoint us to act as your tax agent only for employment-expense claims (P87) and to correspond with HMRC about those claims. Where needed, you will sign any HMRC agent authorisation (e.g., 64-8) or other forms HMRC requires.
2.2 Repayment routing (choose one):
A) Nomination to agent: You nominate us to receive any repayment for the relevant claim(s). HMRC pays nominees at its discretion, and you may withdraw a nomination before HMRC issues repayment.
B) Direct to you: HMRC pays you directly; our fee is then due immediately on issue of the repayment notice.
2.3 We use advanced electronic signatures where HMRC allows.
3) What you must do
3.1 Provide accurate, complete information and all requested evidence (for example: receipts, mileage logs, contracts showing home-working is required, proof of professional fees/subscriptions, etc.).
3.2 Confirm that expenses were not reimbursed by your employer; where partly reimbursed, you will disclose the reimbursed amount.
3.3 Keep records that support your claim; HMRC may ask for them.
3.4 Tell us if your circumstances change or if HMRC contacts you directly about the claim.
4) Our fees
30% of the gross repayment + VAT per tax year. No refund, no fee.
4.1 If HMRC offsets your repayment against other liabilities, our fee is still payable as if the repayment had been issued.
4.2 If you withdraw a valid nomination or cancel after we’ve prepared/submitted the claim, we may charge reasonable costs for work already done (capped at the applicable fee).
4.3 If repayment is routed to us, we will deduct our fee and remit the balance to you by BACS within 14 business days of cleared funds.
5) Cancellation (cooling-off)
5.1 If you’re a consumer buying at a distance (online/phone), you have 14 days from entering this contract to cancel without giving a reason.
5.2 You may ask us to start work within 14 days. If you cancel after we’ve begun, you’ll pay for the proportionate work completed up to cancellation.
5.3 To cancel, email hello@payeback.co.uk; we’ll confirm in writing.
6) HMRC enquiries & time limits
6.1 We’ll respond to routine HMRC queries relating to a claim we submitted.
6.2 HMRC processing times and outcomes are outside our control and are not guaranteed. Some periods may require postal submission and/or extra evidence.
6.3 Claims must reach HMRC within 4 years of the end of the relevant tax year (e.g., in 2025/26 you can still claim 2021/22).
7) Accuracy, liabilities and refunds reclaimed by HMRC
7.1 You are responsible for the truthfulness of the information you provide. If HMRC later reduces or reclaims a repayment due to inaccurate or missing information, you must repay any overpaid amount and remain liable for our fee for the original work.
7.2 Our total liability to you for the service is capped at the fees you paid for the relevant tax year, except for liability that cannot legally be limited.
8) Data protection & AML
8.1 We are the data controller for your personal data. We process it to perform this contract and comply with legal obligations (UK GDPR & Data Protection Act 2018). Your rights and our retention periods are explained in our Privacy Notice.
8.2 We may carry out identity and address checks (e.g., to comply with anti-money-laundering regulations) and may suspend work until checks are complete.
9) Complaints
9.1 Please email hello@payeback.co.uk. We aim to resolve complaints within 28 business days. If your complaint concerns HMRC’s handling of a claim, we can help you use HMRC’s own complaints process.
10) General
10.1 English law governs this contract; the courts of England & Wales have exclusive jurisdiction.
10.2 If a clause is found invalid, the rest remains in force. We may update these T&Cs; material changes will be notified and won’t affect work already completed without your consent.
Acceptance
By ticking a box, e-signing or providing written consent, you agree to these Terms & Conditions and appoint MHC Accounting Services Ltd as your agent for P87 employment-expenses claims.