Our Terms & Conditions of Service can be viewed below.
We reserve the right to amend our Terms & Conditions of Service from time to time. When we do make an amendment, we’ll update this page with the latest changes.
The date of the last changes to these Terms & Conditions is provided at the end of the Terms & Conditions.
Any updated versions will become effective as soon as they are uploaded to this website.
The terms ‘Work Mileage Tax Rebate’, ‘WorkMileageTaxRebate.co.uk’, ‘us’ or ‘we’ refer to “Online Processing (UK) Limited”, a company registered in the UK at PO Box 10521, Market Harborough, LE16 0HE.
Terms & Conditions of Service
1. Your Application
1.1. By signing these Terms and Conditions (and/or your Claim Agreement) as part of your application, you hereby;
1.1.1. Authorise us to act on your behalf in relation to pursuing your Claim and, in so doing, to enter into correspondence and negotiation with HM Revenue & Customs (“HMRC”).
1.1.2. Confirm that no other party has been instructed to make a Claim on your behalf, and that you have not submitted a Claim or a Tax Return to HM Revenue & Customs already for the Tax Year(s) covered by your application.
1.1.3. Confirm that no P800 Tax Calculation showing outstanding tax underpayment liabilities has been received to date for the Tax Year period(s) covered by your Claim, and nor are tax underpayment liabilities reasonably expected or likely expected.
1.1.4. Authorise us to obtain any supporting documentation (e.g. P45s, P60s) missing from your original Claim documentation from the relevant third parties (e.g. from previous employers).
1.1.5. Confirm that in any given Tax Year, you have paid an amount of UK income tax equal to or in excess of the tax value of the employment expenses that you wish to claim for.
1.2. You agree to provide us with the following, acknowledging that your Claim may not be submitted until such information has been received by us;
1.2.1. Any such information and documents as we may request in order to evaluate, submit and process your Claim and to ensure that such information is accurate, complete and not misleading.
1.3. We reserve the right to refuse to process (or to continue processing) your Claim at our own sole discretion, and without reason, including any situation where we do not deem your Claim has sufficient merit or value to be successful, or where the applicant has not first registered with us via our website. Additionally, we reserve the right at our sole discretion to refuse to process your Claim in the event that you inform us (or we discover) that you are or have been employed via an employment agency.
1.4. You have 14 days from signing your claim documentation to cancel our agreement without incurring any fees. If you wish to do so, you must inform us in writing using the address listed above. Please retain proof of posting/delivery.
1.5. This agreement shall commence on the date you register your Application with us and will end;
1.5.1. in the case of Applications which do not involve the preparation of Self-Assessment Tax Returns, on successful completion of your Claim, either through your receiving the net proceeds of your application from us and our receiving any fee(s) payable to us; or
1.5.2. in the case of Applications which involve the preparation of Self-Assessment Tax Returns, upon the latter of the successful completion of your Claim, either through your receiving the net proceeds of you from us and our receiving any fee(s) payable to us, AND upon our having received written confirmation from you that you wish to end this agreement; or
1.5.3. on confirmation from us that your Claim has been unsuccessful; or
1.5.4. in the event that we exercise our right not to pursue the Claim; – whichever occurs first.
1.6. Any estimation of your refund (whether provided by Letter, E-Mail, Telephone, Verbally, using any of our online calculators, or otherwise) is a hypothetical estimate only and should not be relied upon as accurate or legally binding. You agree to not make any financial arrangements or commitments based upon the refund estimate.
1.7. If you are unemployed at the time of your claim, the following additional eligibility criteria apply for those wishing to engage our services;
1.7.1. you must be unemployed and not currently claiming Jobseeker’s Allowance, Taxable Incapacity Benefit, taxable Employment and Support Allowance, or Carer’s Allowance or any other benefit which would normally be chargeable to Income Tax; and
1.7.2. you must have been unemployed for at least four weeks; and
1.7.3. you must not expect to claim any of the taxable benefits (including, but not limited to, those listed in Clause 1.7.1), or expect to return to work, before the 6th April following the date of your application form having been signed.
1.8. You agree to retain at all times accurate and adequate records and receipts in support of your Tax Rebate application and the information contained within it, in accordance with HM Revenue & Customs requirements.
1.9. You agree that, where tax is refunded on the basis of incorrect, inaccurate, false, misleading, incomplete, insufficient, delayed or out-of-date information, or where the nature of the information you have provided is not eligible for tax relief under HM Revenue & Customs guidance, you will have no right to reclaim any funds from us, including our fee.
1.10. You agree that, in order to help fulfil our regulatory and statutory Money Laundering client identification obligations, we may engage the services of a third-party personal identity verification service provider (such as Experian) in order to verify that the personal details that you have provided to us are accurate and that we may share this basic personal information with them to the extent that is necessary in order to verify your identification. In the event that we are unable to satisfy our Money Laundering client identification obligations electronically, you agree to provide us with such identification documentation and other documentation as is necessary for us to satisfy these identification obligations.
2. Processing your Application
2.1. Any timescales quoted are estimates only and should not be relied upon as accurate. Time shall not be of the essence in the provision of any services that we may provide to you. In all instances, the obligation to obtain and/or escalate any refund application in progress with HMRC remains at all times with the individual taxpayer applicant.
2.2. Claims may take longer to process than estimated where, for example;
2.2.1. we have to rely on third parties (such as your Employer) to source missing information;
2.2.2. there are processing backlogs within HM Revenue & Customs;
2.2.3. your claim is particularly complicated.
2.3. All non-Self Assessment applications are reviewed by HMRC to determine whether a rebate is due. This process typically takes between 4 and 12 weeks. Once this process has been carried out, where a rebate is due, you will receive notification of the amount of any refund directly from HMRC. You hereby acknowledge that payment may take up to 5 weeks following the confirmation letter to be released by HMRC and to reach us. We confirm that once cleared funds have been received by us, we will endeavour to deduct any applicable fees and issue you a cheque or Post Office Payout® payment to the value of the net proceeds within two business days.
2.4. Customers may contact us to obtain claim status updates or to correspond electronically with us via our secure online customer portal, which is accessed at our website. In the case that your Claim has been forwarded to HMRC by ourselves for review, we are unable to provide specific updates during their review period.
2.5. We will endeavour to claim back the maximum possible tax rebate, including any other tax overpayments which are identified during the course of our engagement. These may include tax overpayments which do not relate to specifically to the employment tax reliefs, or mileage allowance relief, and include (but are not limited to); tax coding errors, incomplete years of employment, temporary (“emergency”) tax coding notifications, etc. Our fee(s) where applicable are calculated based on the gross amount of the rebate, howsoever that amount may be released and for whatever reason that overpayment may have arisen: the scope of any fee(s) chargeable is not limited exclusively to employment tax reliefs or mileage allowance relief, but to the entire gross amount of any income tax repayment.
3. Our Fees
3.1. During the course of this engagement we will receive rebates from HMRC on your behalf and deduct any charges in accordance with those quoted within these terms prior to issuing the net proceeds to you by cheque or Post Office Payout® payment.
3.2. The fees payable are specified in the Fee Schedule below.
3.3. Standard pricing is £10.00 processing fee per cheque or Post Office Payout® payment issued, plus a Contingent Fee of 29% (+VAT) of any relief applied by HMRC, for whatever reason that refund may arise and in whatever format and not exclusive to amounts obtained under employment tax reliefs or mileage allowance relief repayments. Fees are set out in details below and are subject to VAT. Services involving the production of Tax Return(s) are subject to a minimum fee of £100 (+VAT) per Tax Return.
3.4. For engagements which do not involve the preparation of Tax Return(s), the Contingent Fee is charged as a percentage of the Gross Refund. For engagements which do involve the preparation of Tax Return(s), the Contingent Fee is charged as a percentage of the Gross Calculated Refund. In the event that a Refund is paid by HM Revenue & Customs in instalments, the Contingent Fee will apply to the whole of the Refund.
3.5. You agree that in the following circumstances, the full amount of the Fees outlined in the Fee Schedule are Payable to us on demand;
3.5.1. where the Refund is retained or partially retained by HM Revenue & Customs, including (but not limited to) situations whereby HMRC use all or part of the tax relief award to offset existing tax liabilities and/or fines; or
3.5.2. where the Refund has been sent directly to you by HMRC (or to another party such as another HMRC Authorised Agent during the course of this agreement); or
3.5.3. if you have made a materially incorrect, misleading, untrue, dishonest, ineligible or fraudulent claim; or
3.5.4. where the refund is released via adjustments to your Tax Code; or
3.5.5. where you are not or are subsequently not able to substantiate the business mileage expense(s) claimed for; or
3.5.6. upon our completing the compiling of your Tax Return(s).
3.6. Unless otherwise agreed in writing, all payments shall be payable immediately by Cheque or Postal Order (payable to ‘Online Processing (UK) Limited’ and sent to the address listed above).
3.7. If you fail to pay the agreed Fees by the due date, we shall be entitled to charge interest on any outstanding amount due at a rate of 8% per annum above the Base Lending Rate set by the Bank of England, accruing on a daily basis until payment is made.
3.8. No payment shall be deemed to have been received by us until cleared funds have been received. For payment of Fees by Cheque you are advised to check your bank’s clearing timescales before making payment.
3.9. All Fees payable to us under these Terms and Conditions shall become due immediately upon termination of this agreement. Fees are not subject to deduction by set-off, counterclaim, discount, abatement or otherwise.
3.10. If you lose an income tax rebate cheque or Post Office Payout® payment sent to you by us or are for any reason unable to submit it for payment you must contact us in writing using the address above in order for a replacement to be issued.
3.11. Where a refund cheque or Post Office Payout® payment is issued to a client and the payment is not banked within a period of twelve months from the date of the cheque, and where we have not received written correspondence from the you requesting a replacement cheque, we reserve the right at our sole discretion to cancel the cheque and retain the full amount payable as a termination fee.
3.12. You agree that any and all calculations, computations and/or tax returns that we produce (whether in draft or final format) remain our intellectual property and are to be used exclusively by us. You agree to remain fully liable for payment for our work in the event that you or any other third party submit your own claim (or a fraudulent claim), and you also agree to be held fully liable for any associated recovery costs (including legal costs) incurred by us in the course of our recovering the fees that are owed to us.
3.13 Our tax return services are subject to a minimum fee of £100 (+VAT) per tax return.
3.14 We do not offer credit terms; where relevant, payment is due upon presentation of invoice.
4. Getting your Refund
4.1. Any net refund proceeds due to you shall be paid to you by us on receipt of your gross rebate proceeds from HMRC and on completion of all relevant paperwork.
4.2. Your net refund proceeds will be paid to you by cheque or Post Office Payout® payment.
4.3. Please note that due to the nature of the UK Clearing Bank cheque clearing cycle, it may take up to 15 business days for us to process and forward the net refund to you from the date of receipt of HMRC’s gross refund payment cheque having been initially received by our claims team. During this time, you may receive correspondence from HMRC confirming the gross claim amount.
5.1. We agree to process your claim and any repayment of tax made to us as your nominee with reasonable care and skill, but do not give any other warranties in respect of our service.
5.2. The services provided by us within this agreement shall not constitute accounting, tax, financial or legal advice.
5.3. We shall not be liable to you for any breach of these Terms and Conditions or otherwise where;
5.3.1. any information supplied by you to us is inaccurate, false, misleading, incomplete, insufficient, delayed, ineligible for tax relief, misleading or out-of-date in any way; or
5.3.2. the subject of the information you have provided is not eligible for tax relief under HM Revenue & Customs guidance (whether in part or in full); or
5.3.3. no refund is obtained; or
5.3.4. your Claim is not resolved in the estimated timescales, for whatever reason; or
5.3.5. you have already received a refund, knowingly or otherwise; or
5.3.6. you have already applied for a refund, either directly or through another person or entity, knowingly or otherwise; or
5.3.7. your actual Refund does not match the figure quoted in any estimation, or does not meet your expectations, for any reason; or
5.3.8. you owe money to any of the tax authorities; or
5.3.9. the tax authorities have different information on their systems to that which was provided by you; or
5.3.10. the tax authorities decide that you are not owed a refund, for any reason; or
5.3.11. you breach any of these Terms and Conditions; or
5.3.12. any third party breaches the terms of its agreement with you; or
5.3.13 HMRC apply penalties and/or interest, for any reason.
5.4. Responsibility to comply with HMRC authorised mileage allowance payments and mileage allowance relief legislation remains at all times your sole responsibility.
5.5. We shall not be liable for any loss or damage, costs, expenses or other claims for compensation whatsoever (howsoever caused) which may arise out of (or in connection with) these Terms and Conditions;
5.5.1. as a result of you providing us with any instruction, information or documents which are incomplete, inaccurate, fraudulent, misleading or late;
5.5.2. as a result of any increase in your loss due to a failure by you to comply with these Terms and Conditions;
5.5.3. if we have not breached any legal duty owed to you;
5.5.4. if the loss or damage you suffer is not a reasonably foreseeable result of any breach by us of our duty to you.
5.6. On occasion items of post may be lost within the postal service. We are not responsible for items lost in the postal service and the use of Recorded Delivery services should be considered when sending supporting documents (such as P45 and P60 certificates) to us. We will re-issue items of post, including refund payments by cheque or Post Office Payout® payment, once the postal service deems the item(s) concerned have been lost (usually 15 working days from the date of posting) and once we are satisfied that any missing cheque payments have been cancelled with our bankers.
5.7. We cannot guarantee any claims processing schedules or claims deadlines (whether imposed by HM Revenue & Customs or otherwise) or claim quote amounts. We shall not be liable for the loss of monies owed by (or fines imposed by) HM Revenue & Customs where the deadline for claims submission has been missed. The customer acknowledges that claim submission may be delayed for reasons beyond our control including but not limited to: willingness of third parties including but not limited to employers to provide certain tax information required for your claim.
5.8. We are not responsible for any underpayment of tax which arises from any attempt to recover or reclaim any tax from HMRC. In the event that the tax authorities decide that you are not owed a refund, where there is a possible case for appeal within law, such measures shall remain your sole responsibility, and not our responsibility.
5.9. Nothing in this clause shall exclude our liability to you for;
5.9.1. death or personal injury caused by our negligence or that of our employees;
5.9.2. fraud or reckless disregard of our professional obligations.
5.10.1 In no event shall our liability to you for any mistake (except for fraud) including contractual and statutory interest exceed an amount equal to or greater than two times the amount of the fees paid by you to us under our engagement.
5.10.2. The overall limit applies whether the mistake affects just one piece of work that we do for you or several, so long as it is the same or a similar mistake.
5.10.3. For the purposes of the overall limit, more than one mistake on a matter, transaction or Tax Return is considered as one mistake.
5.10.4. The overall limit applies to any liability for indirect or consequential loss or loss of anticipated tax repayment or other benefit.
5.10.5. We are not liable to the extent that our mistake results from something you do or fail to do (such as giving us the wrong information or not giving us information at the time we ask for it).
5.10.6. We are not liable to the extent that you fail to notify us of any claim, or to commence proceedings, within a period of 4 weeks of becoming aware of the mistake.
5.10.7. If any part of this section of these terms of business which seeks to limit liability is found by a court to be void or ineffective on the grounds that it is unreasonable or does not accord with any professional obligation, the remaining provisions shall continue to be effective.
6. Terminating this Agreement
6.1. We retain the right at our sole discretion to cease working on your Claim and terminate this agreement immediately should;
6.1.1. you commit any breach of these Terms and Conditions or the Letter of Engagement signed with the Third Party; or
6.1.2. you have an encumbrancer take possession of or a receiver or administrator or administrative received appointed over any of your property or assets; or
6.1.3. you make a voluntary arrangement with your creditors or become subject to an administration order or bankruptcy order or is unable to pay your debts; or
6.1.4. prior to our receiving signed Tax Returns, we reasonably believe that any information you have provided is materially incorrect, misleading, untrue, dishonest or fraudulent; or
6.1.5. you refuse to accept an offer of a Refund which we consider reasonable, for whatever reason and including failure by you to return to us any and all tax returns which have been prepared by us on your behalf;
6.1.6. having received signed Tax Returns, we reasonable believe that any information you have provided is materially incorrect, misleading, untrue, dishonest or fraudulent; or
6.1.7. our investigations indicate that you have paid no income tax or that you (in our sole view and interpretation) have paid insufficient income tax to warrant pursuing the claim further; or
6.1.8. for any other reason not listed above, at our sole discretion and without any obligation to disclose to you such reason(s).
6.2. If the agreement is terminated under clause 6.1.4 or 6.1.7, you agree that we shall be entitled to charge you the amount of £390 (+VAT) as reasonable compensation for the work already undertaken by us in connection to your Claim.
6.3. In the event that you have paid no UK income tax, or insufficient UK income tax to cover the value of the business expenses covered by your application, in any given Tax Year covered by our engagement, you agree that we shall be entitled to charge you the amount of £100 (+VAT) as reasonable compensation for the work already undertaken by us in connection to that Tax Year.
6.4. If the agreement is terminated under clause 6.1.5 or clause 6.1.6, we shall be entitled to charge you the amount of the Fees that would otherwise be due to us if you had accepted the offer (and, where relevant, had the claim been valid and had we submitted any and all tax returns prepared for you by us).
6.5. We will continue to act for you in accordance with the terms of our agreement until the engagement is terminated. You may terminate our engagement at any time by providing us with notice in writing to the address above. In the event that you terminate this engagement beyond 14 days after having signed your initial written application form, we shall be entitled at our sole discretion to charge you the amount of £390 (+VAT) in compensation for the work already undertaken by us in connection to your claim.
6.6 Correspondence received from HMRC after the date of the completion of the claim may at our discretion not be acted upon.
7. Service Provision
7.1. We reserve the right to suspend or cancel our services without liability to you if we are prevented from or delayed in the carrying on of its business due to circumstances outside our control, including (but not limited to); strike or other industrial action relating to any involved party’s workforce, terrorist activity, civil commotion, government action, acts of God, war or national emergency, or other circumstances beyond our reasonable control. In the event that any event in question continues for a continuous period exceeding 3 months then we shall be entitled to terminate this agreement.
8. Protecting your Privacy
9.1. In the event that you may wish to make a complaint to us about our service, please send details to firstname.lastname@example.org, or create a new customer support ticket via the secure online portal, or write to us using the address listed above. In the vast majority of cases, customer complaints can be resolved immediately: however, should you wish to escalate your complaint, you may submit a formal complaint to our Customer Care Manager using the following address: PO Box 10521, Market Harborough, LE16 0HE.
10.1. We are an independent contractor and shall not be rendered your legal agent, employee or partner.
10.2. Failure or delay by us in enforcing or partially enforcing any provision of these Terms and Conditions shall not be construed as a waiver of any of its rights under these Terms or Conditions or the Contract.
10.3. You cannot assign, sub-licence, novate or part with possession of any of your rights or liabilities under these Conditions without our prior written consent. We shall be free to subcontract the performance of all or part of our obligations under these Conditions.
10.4. A person who is not party to this agreement has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any of its terms.
10.5. Any disputes or claims arising out of or in connection with these Terms and Conditions are governed by and construed in accordance with the law of England. The parties irrevocably agree that the courts of England have exclusive jurisdiction to settle any dispute or claim that arises out of or in connection with these Terms and Conditions of Service.
10.6. Any notice required under these Terms and Conditions or by statute, law or regulation shall be in writing and delivered in person, sent by fax or registered mail, or send by email or fax to the respective party’s address. Any such notice shall be considered to have been given of the first working day of actual delivery, or sending by facsimile or email or in any event within 2 working days after it was posted in the manner hereinbefore provided.
10.7. Whilst we aim to respond to all email, web-based and written client correspondence within 5 business days, this may not always be achievable due to workload or due to delays with HMRC which are beyond our control.
10.8. It is your right to seek further independent advice before agreeing to or entering into these Terms and Conditions.
10.9. In the event that any provision within these Terms and Conditions of Service are held to be invalid or unenforceable, such invalidity or unenforceability shall not affect any other provision herein. In such an event, these Terms and Conditions of Service shall be construed as if such invalid or unenforceable provision had never been contained herein.
10.10 Where applicable, and unless otherwise agreed, works carried out outside of the scope of the standard fee structure (as set out in the appending Fee Schedule) will be calculated on the basis of the hours worked by each member of staff engaged on your affairs, based an hourly charge rate of £80 per hour plut VAT.
11. How these Terms and Conditions are Interpreted
11.1. No variation of these Terms and Conditions shall be applicable unless confirmed in writing by a Director of Online Processing (UK) Limited.
11.2. These Terms and Conditions constitute an agreement between you and us, superseding any promises, implications and representations (written or oral) previously made, whether by us or by an independent party.
11.3. The following interpretations apply;
11.3.1. ‘Refund’, ‘Rebate’, ‘Claim’ and ‘Application’ means the total of all monies and the full value of all Benefits offered by HM Revenue & Customs arising from and during our engagement, net of Fees. This includes all non-monetary benefits offered by HM Revenue and Customs including, but not limited to, all benefits arising from any waiver, cancellation, reduction, saving, deduction or other interest or fines or other administrative payments.
11.3.2. ‘Claim’ means a claim for a tax refund submitted by us on your behalf, whether via Self Assessment or otherwise.
11.3.3. ‘Fees’ means all fees, including Surcharges, Administration Fees and Contingent Fees payable by you to us as set out in the Fee Schedule.
11.3.4. ‘Gross Refund’ means the total of all Refunds recovered by us on your behalf, whether repaid to you or used to offset outstanding liabilities owed by you to HM Revenue & Customs.
11.3.5 ‘Gross Calculated Refund’ means the calculated total value of all Refunds covered by your application and/or within the Tax Return(s) prepared by us, regardless of whether the Returns are subsequently filed or whether the Refund is subsequently repaid to you or used to offset outstanding liabilities owed by you to HM Revenue & Customs.
For engagements which do not involve the preparation of Tax Return(s), standard pricing is £10 (+VAT) Processing Fee per cheque or Post Office Payout® payment issued, plus a Contingent Fee payable as a percentage of the Gross Refund (i.e. before any historic tax underpayments are netted off by HMRC). Contingent Fees are calculated as 29% of the Gross Refund (+VAT). Minimum Fee £10.00 (+VAT) OR the full amount if less than £10.00 is refunded.
For engagements which do involve the preparation of Tax Return(s), standard pricing is £10 (+VAT) Processing Fee per cheque or Post Office Payout® payment issued, plus a Contingent Fee payable as a percentage of the Gross Calculated Refund (i.e. before any historic tax underpayments are netted off by HMRC). Contingent Fees are calculated as 29% of the Gross Calculated Refund (+VAT), and are subject to a minimum fee of £100 (+VAT) per Tax Return.
Other Administration Fees
Additional Fees apply in the following circumstances and are payable in addition to the fees outlined above:
Issuing replacement cheque or Post Office Payout® payment where the original has been lost or misplaced by you £15.00 (+VAT)
Issuing replacement documents where the original(s) has/have been lost or misplaced by you £15.00 (+VAT) per item
Additional administration fee applicable in the event that self-assessment tax returns prepared by us are submitted by you or by any other third party £100.00 (+VAT) per return
Additional administration fee applicable in the event that the repayment is issued to a party other than us £50.00 (+VAT) per payment
Sourcing missing documents £20.00 (+VAT) per item
Our tax return services are subject to a minimum fee of £100 (+VAT) per tax return.
Setting up a UK Taxpayer or Self-Assessment Taxpayer Record £50.00 (+VAT)
These Terms & Conditions were updated on 10 May 2017.