My manager is pushing back on additional expense claims - what would you do?

Posted by mercadonapineapple@reddit | AskUK | View on Reddit | 67 comments

I’m seeking a second opinion on something I’m dealing with at work. I’ve just had a change in manager to someone who is essentially a consultant, in an interim capacity. Typical consultant, all about cost reduction and nothing about people management. We had a scheduled work trip abroad for a few days last week and there were constant remarks about expenses from this new manager, which has extended to my expense claim on return. There isn’t anything unreasonable on there, with one potential exception. The flight was at 7.30am, therefore we had previously agreed airport parking or a taxi was ok to expense. The morning of the flight (c4.30am) I get in my car, and having had no issues with this vehicle before, the engine wouldn’t start… literally worst case nightmare scenario. I attempted to problem solve / panic for a few minutes before deciding I needed to find a taxi urgently, which fortunately I was able to secure one that would get me to the airport for about 6.30 - just enough time to clear security! My expense claim therefore has a taxi expense and parking. I was too close to the parking time to cancel (they allow changes / cancellations up to 2 hours before the booking, I was within 1) and travel insurance won’t cover it as I did still travel (if I hadn’t travelled this would be claimable). Therefore I feel I’ve exhausted all options to relieve the company of this expense before claiming. My manager is kicking off saying I can claim for one or the other - my view being that this trip was not a personal one, and if I hadn’t secured a taxi the lost cost would be even more significant. What would you do?

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67 Comments

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Diplomatic_Gunboats@reddit

Yeah you cant claim expenses for parking when you didnt take your own car. Either parking or taxi. Eat the cost of whichever is cheaper and claim the more expensive one. Your employer is not responsible for your car malfunction. Thats a cost \*you\* have incurred, not one that is down to your employer. Claiming an expense for something you didnt utilize (in this case the parking) is verging on expenses fraud. There wont be a discussion about the circumstances why, it will be 'You didnt take your car, you cant claim for parking' and thats the end of it. Fighting this will almost certainly end badly for you.

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MeringueFantastic292@reddit

Verging on fraud? Don't be ridiculous. OP got zero benefit, which means it doesn't have anything in common with fraud at all. Both expenses were incurred wholly for business reasons. It's just one of many costs the business will incur this year that won't work out quite as they hoped. It's only being scrutinised because OP fronted the money on the company's behalf and so they might be able to dodge paying it.

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truckosaurus_UK@reddit

Ask the boss to confirm in writing that you were wrong to take the taxi and what you should have instead... :-)

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peppermint_aero@reddit

Exactly this. What alternative option should you have pursued that close to the flight?

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johnsl8080@reddit

I missed one due to train issues BA to be fair just got me on the next for free - but everyone said I was lucky (I played totally innocent newbie with BA staff )

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johnsl8080@reddit

Miss it and ask for another

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PlusNeedleworker5605@reddit

Its in your contract. If you get a defined regular car allowance as part of your salary and benefits package then thats clearly on you to maintain and insure a suitable and reliable car for business purposes. In this case, as the company are paying you to provide transportation for business use, the cost of the unforeseen taxi fare passes onto you. In their eyes, they would be paying twice (as your manager sees it). An occasional regular car user who does not get business mileage expensed and uses their own car for commuting only to a regular office (or indeed chooses to use a bicycle or public transport), then it is a different conversation as the airport is not your normal place of work. Cost of the taxi therefore borne by the employer. Personally, as you gave up part of your own time to make an early morning flight, i would have no problem as a manager signing off both due to the exceptional circumstances you encountered. Your manager is being more than a dick here and losing the goodwill of a valued employee as a consequence. Going forward, i would seek guidance from HR if you feel that you were personally out of pocket and ask for redress via your grievances process if you still feel that strongly about it. Alternatively claim the out of pocket difference as a legitimate business expense via your annual tax return to HMRC. You might also want to have a discussion with your line manager regarding the issue, recording their stance, and note for future reference. Might also be a good time to start polishing the CV, your line manager doesn’t sound very empathetic.

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MrPuddington2@reddit

> Personally, as you gave up part of your own time to make an early morning flight, i would have no problem as a manager signing off both due to the exceptional circumstances you encountered This. The moral of the story: no more early morning flights. I would not leave before 8am, even if it means staying another day in a hotel. And charge them your full rate door to door (if you are paid hourly).

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Appropriate_Trader@reddit

In my opinion work states clearly that it was parking or taxi. It’s not their fault your car wouldn’t start. I think in this case you might have to drop the claim for one of them.

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72dk72@reddit

If its your car not a company car it's your issue. You should have either claimed for the parking or the taxi not both. Just taken the hit.

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Early_Tree_8671@reddit

Surely just needs a small explanation line in the expense claim. I've had to re buy a peak London fare because my outlook decided to update at the barriers so I couldn't get my tickets in time.

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TrackTeddy@reddit

You ask them what they would have done different so you can do this the next time it happens. The expense still stands. If they refuse escalate it above their head asking whether their manager realises they are pissing off employees in this way. Ask for their refusal in writing first so you can attach this too. They have a target for cost reduction so they’ll push back on everything. In a previous firm they had a target percentage to reject. Keep pushing back and ask for reasons in writing as you will be escalating it to management and your union. They’ll usually crumble as they know they have no leg to stand on for legitimate expenses. Also point out if not resolved then all future expenses will need to be paid in advance by the company rather than relying on employee good will.

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Adept_Application_74@reddit

The problem with asking them “what would you have done differently” is if they say they would have just used a taxi in the first place, does that then mean case closed and employer is correct?

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TrackTeddy@reddit

No, but if they say that they'd not have taken the lowest cost option as their first preference it would undermine any cost challenges they make. (I'm making the assumption drive+park is cheaper than 2 taxis in this case). It would also give a good excuse for the opening poster to book a taxi in future if they wish.

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CandidLiterature@reddit

I certainly wouldn’t be pre-booking parking in the future! Let them pay whatever rate you get for just turning up and parking… Then there won’t be any cancellation fees…

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lungbong@reddit

Much cheaper example but I had a work trip to London and booked an advanced train ticket with the plan being to catch the bus to the train station. Bus was cancelled and had no option but to get a taxi to the station, cost £7 instead of £3. Had I waited for the next bus or walked to the station I'd have missed the train and would need to book a new ticket at the cost of nearly £100. My argument being I spent an extra £4 to avoid spending £100. My boss approved the expense claim but the finance droid rejected it as I shouldn't be using a taxi. I appealed and asked what I was meant to do in that situation, our expense policy has a clause for exception situations. They rejected it a 2nd time so I told my boss if it's not paid I'll never be travelling for work again. Thankfully after an escalation from my boss it was approved. So my advice, ask what you were meant to do, check if the situation is covered in the expense policy, escalate if they don't accept it and refuse any future travel if they don't pay it.

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Adept_Application_74@reddit

I’ve been in this situation before. I only submitted the taxi cost, as I didn’t use the the parking and it wasn’t my employers fault that I didn’t.

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Dimac99@reddit

It was your choice not to claim a legitimate expense. That doesn't mean it was the correct choice. Don't think for a moment that your employer would give you the same consideration you gave them.

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Adept_Application_74@reddit

Agree it was my choice. It felt right to me as it wasn’t my employers fault my car broke down. Replace “car broke down” with “I overslept and wouldn’t have got to the car park in time, so I caught a taxi” or “my car was blocked in by a random neighbour, so I caught a taxi” or “there was no petrol in the petrol station to get me there, so I caught a taxi” or pretty much any other reason. I don’t see how any of those are the employers fault/responsbility, which is why I made the decision I did. OP says they even had an upfront agreement that taxi OR parking would be claimable.

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Dimac99@reddit

If something is your fault then you suck up the extra, like if you slept through or forgot to set your alarm. That's your fault. But something that isn't, like an unexpected mechanical failure, there is no reason any employee should be left out of pocket.

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sweatybumhands@reddit

Claim for both and put reasoning why. And then from now on spend none of your own money. If expenses are being pushed back for no good reason, make sure everything else is paid for by the company up front or get them to provide you with a credit card

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mij8907@reddit

I can understand the question being asked But your explanation is more that reasonable and that should have been and end of it Tell you to claim one or the other is foolish penny pinching

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Wooshsplash@reddit

As much as it pains me to say this, your car is your responsibility. That it didn't run that day, typical Sod's Law, sits with you. It was parking OR taxi. However, a decent flexible company would meet costs. But at the same time a company that is focusing on unnecessary expenses would not. Please don't grade all consultants as "all about cost reduction and nothing about people management." We follow the remit we are given. Thankfully, mine is always focused on the people element.

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mercadonapineapple@reddit (OP)

Completely fair comments, and perhaps a bit cynical of me in that statement about consultants - it hasn’t been an easy onboarding with this one individual!

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Wooshsplash@reddit

My advice to all consultants. You've got two eyes, two ears and one mouth. Use them in that ratio.

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DoctorWhofan789eywim@reddit

This is the kind of shit that would have me searching for a new job ASAP. If a company valued me so little they're going to give me grief over this, it's a slippery slope and things will only get worse.

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mercadonapineapple@reddit (OP)

Already on that train :) but agreed it’s such a small thing to be giving grief over

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knotatwist@reddit

Travel insurance isn't relevant to YOU here given that you were on a business trip btw. Maybe they can check their own insurance for you.

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mercadonapineapple@reddit (OP)

Thanks, I have travel insurance that covers business in addition to personal trips so explored this avenue

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DigitalStefan@reddit

In that case I’d probably look my manager in the eye and say “don’t worry about it” Or probably I wouldn’t. Well… maybe if I had a job lined up I would.

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Unusual-Drink-5839@reddit

The fact that they're quibbling over a taxi you had to take because they sent you somewhere unreasonable tells you everything you need to know about how much they value you. Start applying elsewhere. Seriously. Companies that nickel and dime on expenses are always the same ones that act surprised when people leave.

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RetroBoxRoom@reddit

If you were going to work normally and your car failed, you'd have to had to pay for a taxi to get to work. Charge the company which ever cost more, and take it on the chin that your car needs its tyres kicked. It's not your company's fault that your car failed, that's your problem.

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lovesorangesoda636@reddit

I would escallate to the finance team/HR around what you're allowed to claim for in this instance. I'd also ask what your manager would have preferred you do in case this happens again. You're not wrong that it would have costed more had you missed the flight, but that doesn't necessarily mean that they'll cover your taxi since you were responsible for getting yourself to the airport. Out of interest - would they pay your mileage to drive your car to the airport?

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xPositor@reddit

100% expense it, but my bigger concern is why were you even thinking of driving to the airport in the first place?! Taxi from your front door to outside departures, and on return no trekking to the car park - taxi every time (and I always have done).

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Diligent_Craft_1165@reddit

Requires business car insurance too which inflates premiums. If you use a taxi you wouldn’t need that.

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Mickleblade@reddit

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I-live-in-room-101@reddit

Tough one… but our policy would say you claim one of the other. Your lack of car reliability is your problem, and the fact you had to mitigate with a tack is also your problem. If you’d missed the flight you’d be in a disciplinary for not making adequate provision to travel to the airport for your flight. I’d take it on the chin and redact the cheaper of the two expenses. And probably take steps to get a better car maintenance schedule.

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Contact_Patch@reddit

And you'd probably get your employee give you as little notice as possible. How much was parking? £200? How much was the cab? £100-150? Vs all those extra hours, all the times that employee has put in the extra effort or picked up something outside of their JD. The attitude of "it's your problem" will see work to rule. My contract states X office and Y hours, future travel I will report to the office at my start time and YOU can get me to the airport.

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I-live-in-room-101@reddit

Yup exactly! I’m telling what our policy is, not whether I think it’s right or wrong. But yes, when I travel internationally, a car is arranged to pick me up / take me home from the airport. When I visit clients nationally, it’s my responsibility to plan accordingly and claim reasonable reimbursement through expenses. Office days it’s my responsibility to basically be on time, they don’t care how I do it. This isn’t an issue of leeway, it’s crap policy management.

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leapyeardi@reddit

This will come down to where you work. Claiming for both would not be allowed anywhere I've ever worked but I work in the public sector.

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SpaTowner@reddit

I spent my whole career in the public sector, if this had happened to me it wouldn’t have crossed my mind that I would get approval to claim both costs. I’d have put in for the most expensive and sucked up the other. If my car wouldn’t start of a morning I wouldn’t expect my employer to pay for me to get to the office by taxi just because I didn’t have to pay for parking at work. And this situation isn’t fundamentally different from that, unless it’s a company car of course.

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Contact_Patch@reddit

This isn't a normal commute, it's a work travel trip. I've had line managers argue that they'll only cover from the office, as it's your responsibility to get there first, which is fine, but then the work trip only starts at 9am from the office. It's give and take, be reasonable, and it's fair to expect them to be reasonable. A vehicle they don't supply has failed, but in order to still meet travel expectations, the employee has used a cab, fair to expense the cab, and the original parking should've been expensed at point of sale. I've had flights from Newquay to Edinburgh from a public sector body, as I was on annual leave and wanted in Edinburgh on my first day back, so had an adult conversation with them and got the flights. I'm private now, and the Team Organiser who booked my flights screwed up the return leg, didn't hear a peep getting a last minute ticket.

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Twat_Features@reddit

Private sector - completely different. I’d actually laugh at my boss / accounts if they even raised an eyebrow. Travel for work is different than going to the office, fundamentally.

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Contact_Patch@reddit

Ex public sector here. Absolutely down to line management discretion and worst case escalation to budget holder.

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subbiedavie@reddit

Stand your ground. You are definitely in the right. If your job entails such an early start, they should be very grateful you bust a gut to get your flight. If he refuses, ask HR if they agree with him.

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Monkeyboogaloo@reddit

Legitimate business expense as last minute unavoidable change in transport. These are cost you have incurred to fulfil your obligations. While the company isnt responsible for the reliability of your car, they also cant expect you to guarantee its availability as they dont provide it.

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DeapVally@reddit

No. But OP could have got a taxi to and from the airport anyway. They didn't want to, until they needed to. Paying for parking wasn't necessary, it was desired. They essentially chose to guarantee the car availability by doing that.

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Randystarbuxx@reddit

100% claim For both. These things happen and as such the business should be able to adapt

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Total_Rules@reddit

Check your company’s business travel insurance policy and see if claiming the cost for the taxi is possible.

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zeusoid@reddit

Just escalate it beyond this manager is they are refusing it

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Icy_Employment5619@reddit

Companies I've worked for would pay for both. However situations like this is why I always ask the company to pay for all transport upfront.

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Soar_Fingers@reddit

I think this is one that you have to take on the chin. It's not the company's fault that your car decided to be unreliable.

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nmfin@reddit

Then the company can dig into its pockets and cough up the money for a company car.

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Contact_Patch@reddit

I think that's not reasonable. If the company is asking you to travel, the sunk cost of parking + taxi VS your employee actually making the travel, is a small price to pay. They're already up early and in the grand scheme of things it's nothing.

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Amddiffynnydd@reddit

And next time dont book cheap parking - let them pay full price

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RuaRuaRua81@reddit

Speaking from the perspective of a company your car dying was not their problem, therefore the company only pay mileage and parking or a taxi, not both. Unfortunately, this is just standard across most companies. A decent manager would just allow it though, go over their head and see what happens. Good luck

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Amddiffynnydd@reddit

hence why i dont to business trips...............

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Amddiffynnydd@reddit

Tell him now more business trip until it sorted and rise with HR at the same time

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DeapVally@reddit

I'd eat the parking costs. That you can't service your own vehicle is not their problem. Your car, your issue. You didn't need to drive, as subsequently getting a taxi and expensing it proved, you just wanted to. It's annoying, sure, but life do be that way sometimes. Pick one or the other.

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SpaceWomble64@reddit

Would they have preferred that you miss the flight? You dealt with the situation in the best way. Claiming for both is quite reasonable as they are legitimate expenses. You had to spend that money. Ask them to put the reason for rejecting the claim in writing and also what they recommend you should do if the same situation were to happen again. If they actually do put it in writing then make a complaint to HR or senior management.

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OrganicPoet1823@reddit

I can see why it’s being queried but I would expect we’d find a way to authorise it at work as it was better and more cost effective than missing the flight

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godtierjerker@reddit

I'd start looking for another job. And in the meantime I'd refuse to do anything that involved expenses due to the difficulties encountered with a simple taxi fare.

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AbyssAxiom-@reddit

You did everything you could to minimize cost, it wasn’t a “fun extra” for you, and the taxi was literally unavoidable. It’s not like you were trying to rack up expenses, the car dying was pure bad luck.

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mercadonapineapple@reddit (OP)

Completely agree - I’ve included justification, which I preempted by email beforehand to confirm the position. Unfortunately you can’t account for poor people managers.

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LFC90cat@reddit

Claim for both and put your reasons in the comment section, if he rejects the claim contact HR with the claim reference number

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Pikmanpikman@reddit

I’d keep pushing. I’m also a manager and would absolutely support my team on this. It just wouldn’t be a discussion 😅

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