Expenses query
Discussion
Hi this post is a bit of a mess tbh as i cant give the full nine yards but in short i work indirectly with other teams/stakeholders and meetings happen that i attend that isn't within my direct team.
I had one last week where I drove and had a hotel.
I book hotels through an agent that work use.
They set the rates and say if its in corporate policy and it still offers to let me book a hotel if not and i justify the circumstances.
I booked one out of policy last week (about 45 quid over per.night), most hotels were scarce and this one the closest to my office. It was sent for approval and manager approved it so the booking was confirmed.
Manager approves the expense run ive done for this and then 10 mins later sends a (cryptic confusing) message to the effect that he need to review if my trip was valid and was checking with HR and not to book anymore.
My immediate thoughts are this is my boss not realising he'd approved it and not to worry if I'm pulled up on this as he has approved it?
I had one last week where I drove and had a hotel.
I book hotels through an agent that work use.
They set the rates and say if its in corporate policy and it still offers to let me book a hotel if not and i justify the circumstances.
I booked one out of policy last week (about 45 quid over per.night), most hotels were scarce and this one the closest to my office. It was sent for approval and manager approved it so the booking was confirmed.
Manager approves the expense run ive done for this and then 10 mins later sends a (cryptic confusing) message to the effect that he need to review if my trip was valid and was checking with HR and not to book anymore.
My immediate thoughts are this is my boss not realising he'd approved it and not to worry if I'm pulled up on this as he has approved it?
If he's already approved it, it's his problem. If there's no written/ expense approval system record it could be your problem.
He can decide not to approve future bookings, but should then suggest an alternative:
There are only three alternatives:
-Plan the requirement to be away earlier ahead and book earlier
-Stay in a cheaper hotel further away
-Cancel the trip
Simple!
He can decide not to approve future bookings, but should then suggest an alternative:
There are only three alternatives:
-Plan the requirement to be away earlier ahead and book earlier
-Stay in a cheaper hotel further away
-Cancel the trip
Simple!
The time for your manager to query the booking was prior to him approving and equally not sure why he would then refer to to HR.
I would simply reply to him saying as he has already approved it you aren’t sure what he expects of you now ?
If you are expected to check with him prior to actually booking the hotel on the system though then that is a slightly different conversation.
Either way ( and easy for me to say it ) I would try to not worry.
I would simply reply to him saying as he has already approved it you aren’t sure what he expects of you now ?
If you are expected to check with him prior to actually booking the hotel on the system though then that is a slightly different conversation.
Either way ( and easy for me to say it ) I would try to not worry.
he didn't approve the booking, you booked it and he approved the claim after the fact / stay?
prob wasnt checking and just clicked accept, then HR / Accounts flags to him its too much etc etc. I usually just check the big items, life is too short to go through everyone expenses with a microscope to see if they should have had that beer etc.
its only 45 quid. just pay the extra if its that much of an issue.
prob wasnt checking and just clicked accept, then HR / Accounts flags to him its too much etc etc. I usually just check the big items, life is too short to go through everyone expenses with a microscope to see if they should have had that beer etc.
its only 45 quid. just pay the extra if its that much of an issue.
MrBen.911 said:
Is he not just saying (unclearly) that he's realised he has approved something out of procedure so he doesn't want you to book any more until he's checked the position?
I have no idea the message was exceptionally cryptic so i didnt ask more questions, I suspect he's just used certain terminology to avoid it happening in future. Also If he was that bothered he should had just declined the expense until he'd found out his position.
z4RRSchris said:
he didn't approve the booking, you booked it and he approved the claim after the fact / stay?
prob wasnt checking and just clicked accept, then HR / Accounts flags to him its too much etc etc. I usually just check the big items, life is too short to go through everyone expenses with a microscope to see if they should have had that beer etc.
its only 45 quid. just pay the extra if its that much of an issue.
Read the post, he approved it as it was out of policy. prob wasnt checking and just clicked accept, then HR / Accounts flags to him its too much etc etc. I usually just check the big items, life is too short to go through everyone expenses with a microscope to see if they should have had that beer etc.
its only 45 quid. just pay the extra if its that much of an issue.
I may just pay 45 quid yes.
fourstardan said:
z4RRSchris said:
he didn't approve the booking, you booked it and he approved the claim after the fact / stay?
prob wasnt checking and just clicked accept, then HR / Accounts flags to him its too much etc etc. I usually just check the big items, life is too short to go through everyone expenses with a microscope to see if they should have had that beer etc.
its only 45 quid. just pay the extra if its that much of an issue.
Read the post, he approved it as it was out of policy. prob wasnt checking and just clicked accept, then HR / Accounts flags to him its too much etc etc. I usually just check the big items, life is too short to go through everyone expenses with a microscope to see if they should have had that beer etc.
its only 45 quid. just pay the extra if its that much of an issue.
I may just pay 45 quid yes.
If the Manager pre-approves the booking then (afaics) it's his issue, not yours. Ife had had rejected it I assume you would either not have gone or tried to book a cheaper alternative? Either way you shouldn't be liable for the £54, thats the whole point of pre-approval.
If it's approved in arrears (ie youve booked it and stayed at the hotel) then it's a different issue. However if your system allows that then the Travel Policy needs to be clear on how much latitude Employees have to exceed the limit.
If it's approved in arrears (ie youve booked it and stayed at the hotel) then it's a different issue. However if your system allows that then the Travel Policy needs to be clear on how much latitude Employees have to exceed the limit.
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