Travel Expenses - what is "reasonable"
Discussion
So had this come up at work, as I booked a hotel for a night in London SW1 - a Novotel at £195 a night.
I'd travelled at 5am from Nottingham to Gatwick the one day to visit client A and was in SW1 the next day for client B. Hotel was a stone throw from the station the Thameslink stops at.
Personal experience would say to me this is fairly reasonable for a central London hotel with gym, it was also walkable to client B I was visiting next day, I ate a very cheap evening meal at £18 and breakfast I just grabbed a pastry from Tesco, so its not like I was taking the piss really I don't think.
However I've had this questioned, so just wondering what generally people would feel is "reasonable"
I'd travelled at 5am from Nottingham to Gatwick the one day to visit client A and was in SW1 the next day for client B. Hotel was a stone throw from the station the Thameslink stops at.
Personal experience would say to me this is fairly reasonable for a central London hotel with gym, it was also walkable to client B I was visiting next day, I ate a very cheap evening meal at £18 and breakfast I just grabbed a pastry from Tesco, so its not like I was taking the piss really I don't think.
However I've had this questioned, so just wondering what generally people would feel is "reasonable"
The company should have a clear policy on what is and isn't acceptable for travel expenses including rates for central London. At my company if the rate is over the policy I have to get approval first, which is normally straight forward if I'm not taking the piss.
If your company doesn't have such a policy then I'd ask for one.
If your company doesn't have such a policy then I'd ask for one.
This being PH, I expect some 'interesting' answers.
It really depends upon the employer. A London-based company wouldn't flinch at that, but one based in Bradford probably would. Some companies set a daily limit, some pay an allowance, expecting the employee to make up any overspend. It really is an open question.
I wouldn't call it unreasonable, but know of many that would.
It really depends upon the employer. A London-based company wouldn't flinch at that, but one based in Bradford probably would. Some companies set a daily limit, some pay an allowance, expecting the employee to make up any overspend. It really is an open question.
I wouldn't call it unreasonable, but know of many that would.
Doofus said:
This being PH, I expect some 'interesting' answers.
It really depends upon the employer. A London-based company wouldn't flinch at that, but one based in Bradford probably would. Some companies set a daily limit, some pay an allowance, expecting the employee to make up any overspend. It really is an open question.
I wouldn't call it unreasonable, but know of many that would.
I personally would say that is perfectly reasonable but I have definitely had travel rules that wouldn't have allowed this. Mostly because the hotel price is probably out of a range deemed acceptable. It really depends upon the employer. A London-based company wouldn't flinch at that, but one based in Bradford probably would. Some companies set a daily limit, some pay an allowance, expecting the employee to make up any overspend. It really is an open question.
I wouldn't call it unreasonable, but know of many that would.
I think in my last place, London hotels were 135 per night which can be a challenge.
We had similar challenges in California where the nearest hotels to our office were all way out of policy apart from 1 (which was just about OK) but if you couldn't get in there, then you had to fight it to get a close by hotel.
You have to remember to be calm when the person in accounts doesn't appreciate that 30 miles difference in California can mean 90 minutes extra travel time......
Also , the people who set the rules aren't the ones who have to live with them...
Bob
Your expense policy and guidelines should stipulate the hotel rates by city.
If you ever do business in London, unless youre staying in the middle of nowhere in zone 6, expect £150 minimum.
Our company has an offshore team that monitors the expenses and flags anything out of policy that is routed straight to your boss.
It is at that point that we can justify our expense if it has been flagged.
I recently had an expense for mileage flagged up as it was a 200 mile round trip and they asked why I did take the train - trains were out of action, Boss was happy as had suggest driving anyway.
Back to the OP, one view is that when staying in London, you have the ability to use the tube and thus staying in SW1 isn't really necessary?
If you ever do business in London, unless youre staying in the middle of nowhere in zone 6, expect £150 minimum.
Our company has an offshore team that monitors the expenses and flags anything out of policy that is routed straight to your boss.
It is at that point that we can justify our expense if it has been flagged.
I recently had an expense for mileage flagged up as it was a 200 mile round trip and they asked why I did take the train - trains were out of action, Boss was happy as had suggest driving anyway.
Back to the OP, one view is that when staying in London, you have the ability to use the tube and thus staying in SW1 isn't really necessary?
We have a policy:
London Hotel £230 per night max incl breakfast
Evening meal £35 max (in London)
Ouside London its £135 and £27 for a meal
Typically a London hotel costs £180 at this time of year dropping to about £160 just before summer holidays and jumping to £250 from October to 20th December
I book via Hotels.com through topcashback, that way I get about 10% cash back and 1 night free for every 10 nights I stay. I do about 60-70 nights a year for work
London Hotel £230 per night max incl breakfast
Evening meal £35 max (in London)
Ouside London its £135 and £27 for a meal
Typically a London hotel costs £180 at this time of year dropping to about £160 just before summer holidays and jumping to £250 from October to 20th December
I book via Hotels.com through topcashback, that way I get about 10% cash back and 1 night free for every 10 nights I stay. I do about 60-70 nights a year for work
Luckily for hotels we have preferred suppliers so you just put into our travel system that you want an hotel wherever and you're provided with a list of ones you can book. The company negotiates some sort of corporate rate so you never really know how much it costs. We do have fixed amounts for breakfast, lunch and dinner though so no eating in Gordon Ramsey's or whatever whilst on a jolly.
Before we became part of a big multinational I do remember having a small disagreement with the girl who did our expenses, she'd booked us into a London hotel but room only. We'd assumed it would be fine to have breakfast there, after all she'd booked it. It was London so it was something fairly stupid like £15. She flagged it up on our return, to which I replied do I need to start taking my own cereal and milk when on business travel now? The boss found that quite amusing and told her not to worry about the cost / authorised it but also made sure she booked all rooms on a bed and breakfast rate in future.
Before we became part of a big multinational I do remember having a small disagreement with the girl who did our expenses, she'd booked us into a London hotel but room only. We'd assumed it would be fine to have breakfast there, after all she'd booked it. It was London so it was something fairly stupid like £15. She flagged it up on our return, to which I replied do I need to start taking my own cereal and milk when on business travel now? The boss found that quite amusing and told her not to worry about the cost / authorised it but also made sure she booked all rooms on a bed and breakfast rate in future.
blueg33 said:
We have a policy:
London Hotel £230 per night max incl breakfast
Evening meal £35 max (in London)
Ouside London its £135 and £27 for a meal
Typically a London hotel costs £180 at this time of year dropping to about £160 just before summer holidays and jumping to £250 from October to 20th December
I book via Hotels.com through topcashback, that way I get about 10% cash back and 1 night free for every 10 nights I stay. I do about 60-70 nights a year for work
This is pretty much identical to my own ideas on prices for London and outside. I also traditionally book on hotels.com for the cash back, nice to get a bit back...London Hotel £230 per night max incl breakfast
Evening meal £35 max (in London)
Ouside London its £135 and £27 for a meal
Typically a London hotel costs £180 at this time of year dropping to about £160 just before summer holidays and jumping to £250 from October to 20th December
I book via Hotels.com through topcashback, that way I get about 10% cash back and 1 night free for every 10 nights I stay. I do about 60-70 nights a year for work
They have took the hump I think for a few reasons..
It was a small company before I joined with one of the staff booking hotels, so chucking people into Travellodge or Premier Inn by the sound of it
Since the buy out all staff book for themselves through Carson Wagonlit, which I looked at but only decent hotel was either Novotel out in Hammersmith or a Hilton in the centre which was +£50 on what I booked. So I decided to revert to Hotels.com
Captain Answer said:
JB! said:
Our London rate at work is something like £120? Its crap. £80 elsewhere.
£5 breakfast if you leave home before 6am, £5 lunch, £25 evening meal, no alcohol.
Fook, I wouldnt work there tbh £5 breakfast if you leave home before 6am, £5 lunch, £25 evening meal, no alcohol.
JB! said:
Our London rate at work is something like £120? Its crap. £80 elsewhere.
£5 breakfast if you leave home before 6am, £5 lunch, £25 evening meal, no alcohol.
Similar here but mine's worse £5 breakfast if you leave home before 6am, £5 lunch, £25 evening meal, no alcohol.
, but I don't ever have to stay in central London. £5 lunch, £15 evening meal and expected hotel costs £50-70. As there is no set policy as such I take them as guidelines, sometimes I have to upwards as no cheaper places are left. £15 meal is challenging too.I work for a very small local company out in East Anglia and normally travel to sites that aren't in mega valuable areas (we supply software to housing associations). I can get a decent enough hotel most times! My boss is also the company owner and is extremely opinionated. He actions my expenses, so I'd know if I was doing anything wrong!
Now the amount I have to stay away and how much unpaid overtime I do travelling outside normal working hours is what really grinds my gears.
thebraketester said:
How much was the nearest Premier Inn?
Did you need a hotel with a gym?
No idea, they don't have a gym/pool so I don't look at them. If I'm working away it's not for my own benefit or pleasure, I'd much rather be home with the mrs and kids tbh. If I'm working away that can be between 2 and 6 hours travelling in a day on top of a normal work day, I don't get any extra for that time on the train/car/plane. If I'm staying away then I expect to have the same amenities I do at home, the pool and gym is a five minute drive from my house and I go regular.Did you need a hotel with a gym?
I hear you... Ive done more than my fair share of travelling to work. Im just looking at it from the otherside. A quick google reveals that you could have stayed in a premier inn that was about half the price. However, as above, if they didnt set you a budget I dont see how they can question it really.
thebraketester said:
I hear you... Ive done more than my fair share of travelling to work. Im just looking at it from the otherside. A quick google reveals that you could have stayed in a premier inn that was about half the price. However, as above, if they didnt set you a budget I dont see how they can question it really.
Very true, and I actually do like Premier Inn as the beds are super comfy! I stayed in a Travelodge (yuck) last week for a client visit as it was the most convenient with travel plans so its not like I "expect" a certain level but If I can get it then I willAt my present employer there is £25 for an evening meal (it was £30 then £20 then went back up to £25 after much protest for staff including myself who proved not all company mandated hotels offered a 2 course meal and drink for £20...). Nothing for lunch and no snacks unless there is no access to tap water. Most large companies insist you book through their own or outsourced travel provider and pick form their hotel list. Ours has tightened the policy so now you have to fully justify staying anywhere but they cheapest (e.g. cheapest is 1-0 miles away so would actually cost more overall with travel included).
Anyway back to the point at hand - sounds quite high but London ain't cheap and staying locally certainly sounds reasonable given the early start and plans for the next day. That said you can stay a few stops along the central line and save quite a bit. I've stayed in Acton a few times and it is only half an hour on the tube from Westminister and the like.
https://www.ihg.com/holidayinn/hotels/gb/en/london... (typically around £120 a night). Wasn't a Holiday Inn when I last visited however.
Anyway back to the point at hand - sounds quite high but London ain't cheap and staying locally certainly sounds reasonable given the early start and plans for the next day. That said you can stay a few stops along the central line and save quite a bit. I've stayed in Acton a few times and it is only half an hour on the tube from Westminister and the like.
https://www.ihg.com/holidayinn/hotels/gb/en/london... (typically around £120 a night). Wasn't a Holiday Inn when I last visited however.
Gassing Station | Jobs & Employment Matters | Top of Page | What's New | My Stuff