Travelling with work - what expenses can I claim back?

PeteW

Hi,

I'm flying to see a few clients in Scotland tomorrow and so will be away from around 6am till 11pm. Obviously the company will be paying for the air fare and car hire, but what other expenses can I claim for. Ie breakfast, lunch, dinner, snacks, and anything else I can't think of... what's normal in these situations?

I realise the sensible thing to do would be to ask, but I don't want to look stupid!

Cheers

Sambucus_Nigra

What's normal is what is in the subsistence policy which we don't have a copy of.

PeteW

Nor do I! We're only a small company, so I'm not sure we have a policy. So just wondering what sort of things are generally covered? Ie, I've got about 5 hours between my last meeting and my flight, so I might go to the cinema or something, but I'm guessing that wouldn't be covered.

Jariya

Cinema is unlikely to be covered.

You are better off just asking via a quick call tomorrow.

I sit nearby the team who pays expenses at work and they always get that kind of question, even from people who have worked there for years plus we do have an expenses policy online.

Most places I have worked for have something like £10 for breakfast (but it's usually including in an overnight stay cost so not a separate item as such.
Then about $5 for lunch and up to about £20 for an evening meal.

But certain things are not allowed within that - for instance if they send in a receipt which is clearly their household shopping!! This happens quite a lot!

hcb42

just claim for reasonable meals, breakfast, lunch, dinner and non alcoholic drink would be fair enough for most companies. (although not all, I know one company which does not allow employees to book bed and breakfast, they have to book room only as the Md doesnt feel he should be paying for breakfast! Extreme , but true

getmore4less

For a day trip this would be my minimum.

Early start, a breakfast at airport prices.
(time makes sure you don't miis a flight)

Lunch I would minimise based on destination, local canteen or whatever meetings required.
Lunch meetings client normaly pick up the tab if on there location
or it is a business expence lunch out you might get it

depending on location perhaps some drinks coffee tea if machine and not provided.

Late return. dinner either out or at airport depending on timing.

given the late times you have I would look for a client meeting later to fill the gap if possible.


Chech the alcohol policy some will pay some don't


If client related check the entertainment allowance policy,
some clients expect things.

scheming_gypsy

most companies won't pay for lunch as they don't provide it for you when you're in the office.

Sambucus_Nigra

PeteW wrote: »

Nor do I! We're only a small company, so I'm not sure we have a policy. So just wondering what sort of things are generally covered? Ie, I've got about 5 hours between my last meeting and my flight, so I might go to the cinema or something, but I'm guessing that wouldn't be covered.

Better to ask than to spend money you are not going to get back [is my take on the matter].

In general, if you really can't bear to ask - spend what you would if it was your money, don't take the p and keep receipts. Then if you don't get it back you have not wasted what you wouldn't have spent anyway.

prowla

Every company I have travelled with has paid for 3 meals a day and beer too, as well as (obviously) the travel expenses.
My personal rule is that I won't have something on the company that I wouldn't buy myself.

Lakeuk

Our companies policy is you can claim breakfast upto £15 if you're away overnight or set of to your destination before 7am. Evening meal can be claimed if staying overnight or arrive home after 9pm upto the value of £30 but it's expected to cover a main course and one alcoholic drink only although they're not going to split hairs if a sweet is also included.

Generally work won't allow a claim for lunch unless it's alot more than I would have to pay locally, so for example I can get a local sandwich deal for £2.50, if I was having to pay upwards of £5+ for an equivalent then it would be reasonable for me to claim it back

Many years ago my manager allowed me to be flexible of the evening meal allowance which was £20 at that time and claim for a cheap fast food meal and a cinema ticket.

Judith_W

Our work allows us to claim lunch. I get a £1 lunch normally with snacks from home, but if I'm travelling not an option as no fridge. Therefore I am genuinely incurring extra costs