Dataset
Restaurant money-recovery deadlines
Updated · Checked against primary sources
The short answer
Most restaurant money is lost to the calendar, not the dispute. DoorDash error charges close after 14 days and Uber Eats and Grubhub after 30. Toast treats processing errors not reported within 30 days as waived. The FICA tip credit can be claimed within 3 years of a return's due date. Work the short windows weekly and the long ones once a year.
Card processing fees
| What | Window | Who files | Notes | Source |
|---|---|---|---|---|
| Toast payment processing error | 30 days from when the error first appears | Restaurant (account owner) | Toast's terms treat errors not reported within 30 days as waived. Review every monthly statement. | Toast Payment Processing Terms |
| Card chargeback (cardholder dispute) | Typically up to 120 days after the charge | Cardholder files; restaurant responds with evidence | Why processors can keep reserves for months after a spike. | Stripe: How disputes work |
FICA tip credit (Section 45B)
| What | Window | Who files | Notes | Source |
|---|---|---|---|---|
| FICA tip credit on an amended return | 3 years from the return's due date | Business, through a licensed preparer | Refund amount also limited by IRC 6511. BBA partnerships file an AAR instead of an amended return. | IRS Form 8846 (2025) |
| Refund claim limitation (general) | 3 years from filing or 2 years from payment, whichever is later | Taxpayer | Refund capped at tax paid in the lookback period. | 26 U.S. Code 6511 |
| Tentative refund for a credit carryback (Form 1045 or 1139) | Within 12 months after the credit year | Taxpayer | IRS must act within 90 days of filing. The only statutory 90-day refund clock. | 26 U.S. Code 6411 |
| Unused FICA tip credit | Carry back 1 year, forward up to 20 years | Taxpayer | Nonrefundable general business credit. | IRS: FICA Tip Credit for employers |
Delivery-app error charges
| What | Window | Who files | Notes | Source |
|---|---|---|---|---|
| DoorDash error charge dispute | 14 days from delivery | Restaurant Admin or Store Manager only | Third-party filing prohibited. Reports 72+ hours after delivery are absorbed by DoorDash. | DoorDash Merchant Help |
| DoorDash transaction, fee or order dispute | 14 days of the transaction, fee or order | Restaurant | Merchant Terms of Service section 3 (Payments). | DoorDash Merchant Terms, sections 1-11 |
| Uber Eats order error adjustment dispute | 30 days from the order date | Admin or manager-level Uber Eats Manager users | No automated or third-party disputes. Reports 96+ hours after the order are not charged to the restaurant. | Uber Eats Merchants: Order errors |
| Grubhub prepaid order adjustment dispute | 30 days | Restaurant (portal, email or phone) | Extended from 7 days on July 18, 2022. No cap on number of disputes. | Grubhub restaurant policies |
| Grubhub payment, commission or fee review | 90 days from receipt of payment | Restaurant | Restaurant terms effective December 17, 2024. | Grubhub restaurant terms |
Sales tax paid twice on delivery orders
| What | Window | Who files | Notes | Source |
|---|---|---|---|---|
| California sales tax refund claim | Later of 3 years from the return's due date or 6 months from overpayment | Business or its CPA | CDTFA online claim or CDTFA-101. Delivery apps are not marketplace facilitators for restaurants unless they opt in (Uber Eats from Apr 1, 2021). | CDTFA Publication 117 |
| Texas sales tax refund claim | Generally 4 years from the date the tax was due | Business or its CPA | Form 00-957. No delivery platform remits for restaurants in Texas. An incomplete claim does not stop the clock. | Texas Comptroller: Sales tax refunds |
| Florida sales tax refund claim | 3 years from payment | Business or its CPA | DR-26S. Uber Eats remits from Oct 1, 2023, DoorDash from May 1, 2024. | Florida DOR: Refunds |
| New York sales tax refund claim | Later of 3 years from when payable or 2 years from payment | Business or its CPA | AU-11. Restaurant food is excluded from marketplace facilitator collection. | NY DTF: AU-11 instructions |
| Illinois sales tax refund claim | Nothing paid more than 3 years before the Jan 1 or Jul 1 on or after filing | Business or its CPA | ST-1-X. DoorDash and Uber Eats remit from Jan 1, 2021. Claimant must have borne the tax. | 35 ILCS 120/6 |
| Pennsylvania sales tax refund claim | 3 years from payment | Business or its CPA | Petition for refund via the Board of Appeals. DoorDash remits from Jun 1, 2020, Uber Eats from Jul 1, 2019. | Pennsylvania Department of Revenue: Tax appeals |
| Ohio sales tax refund claim | 4 years from the erroneous payment | Business or its CPA | Form ST AR. Uber Eats remits from May 1, 2020, DoorDash from Sep 1, 2021. | Ohio ST AR instructions |
| Georgia sales tax refund claim | 3 years from payment | Business or its CPA | Form ST-12. | Georgia DOR: Form ST-12 |
| North Carolina sales tax refund claim | Later of 3 years after the due date or 2 years after payment | Business or its CPA | Form E-588. Uber Eats remits from Mar 2, 2020, DoorDash from Sep 1, 2020. | N.C. Gen. Stat. 105-241.6 |
| Washington sales tax refund claim | 4 years before the start of the calendar year of the application | Business or its CPA | Apply in My DOR. B&O tax is still owed on gross receipts. | RCW 82.32.060 |
| Indiana sales tax refund claim | 3 years after the later of the due date or payment | Business or its CPA | GA-110L or INTIME. | Indiana DOR: Sales and use tax refunds |
| DoorDash local tax pass-back (restaurant must remit) | From May 1, 2024 (AL, FL); Jul 1, 2025 (tablet restaurants); May 1, 2026 (select POS integrations) | Restaurant | DoorDash includes certain local taxes in payouts and does not remit them. | DoorDash marketplace facilitator FAQ |
Supplier invoice errors
| What | Window | Who files | Notes | Source |
|---|---|---|---|---|
| US Foods shortage credit | At delivery, before the invoice is signed and the driver leaves | Receiving staff | 24 hours for concealed damage and items not checked in together. Other distributors vary. | US Foods customer policies |
Held deposits and equipment leases
| What | Window | Who files | Notes | Source |
|---|---|---|---|---|
| Mastercard MATCH listing | Stays on the list for 5 years | Only the listing bank can remove it | Excessive-chargeback code needs chargebacks above 1% of monthly transactions and $5,000+ in the same month. | Stripe: The MATCH list |
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Pavado, “Restaurant money-recovery deadlines”, https://www.pavadotech.com/restaurants/deadlines, updated 2026-09-23.