Should I expense it?

[Smokey33]

This is gonna seem very complicated and I apologize for that.

Went on a work-related trip recently. Used my off days and flew out a few days early to visit with relatives in the area of where I was going.

My question is about where my obligations end and my company's begin.

I flew (company paid) into and out of an airport a couple hours from where my folks are and from where my event was. Should I expense the hotel (near the airport) the night after the event ended?

If I hadn't visited relatives I would've flown into and out of the airport in the event city. But I may have had to get a hotel the night after the event in the event city anyway, just because there may not have been flights that late.

Also, flying into the event city would've cost the company a few hundred more than they paid to fly me into the in-between city.

 

[Pete Incaviglia]

Here's how I look at it: Once the event is over, you were going to fly home, out of the event city. Instead, you chose to spend a night in a different city. Mileage/car rental from event to edge of town is expensed, flight home is expensed (because it would have been had you flown out of event city) anything beyond that is your own dime (i.e. the last night hotel).

 

[forever_town]

I agree with Pete's take on the matter.

 

[Lieslntx]

I disagree. I expense the Sunday night stay on my trips. My business always concludes on a Saturday and flying home on a Sunday is always an option. However, by staying over on Sunday night and flying home on Monday, I save a ton on the flight. More than enough to cover the extra night of hotel. I am still on my business trip, and I do expense that extra night. I don't expense whatever fun I might partake of on Sunday, but I do expense that hotel, since I am there only from the standpoint of saving money on the flight.

 

[Smokey33]

The event ended early in the evening, and there may or may not have even been flights that were available to my burg that late in the day (a connecting flight would be required).

By flying into a different city my ticket cost the company $200 vs. probably $400 to fly into the event city. And I still may have had to stay over the night after the event had I flown into the event city.

 

[Lieslntx]

Then I say expense that extra night. The fact that you got to visit family in the process is a bonus. Just don't expense any of the costs to go and visit the family. But I really think the hotel is fine to expense.

 

[pressmurphy]

As you've probably figured out by now, you should have hashed this out with management and the accounting department before the trip.

The bean-counters at my old gig were complete hard-asses, but they always listened when I explained I was going to save them money by turning trips to Friday night or Saturday afternoon ballgames into three- or four-day weekends during which I'd squeeze in some vacation.

I always offered to eat my fair share of the hotel room and rental car. In turn, there was usually a gentlemen's agreement that they would pay for additional meals to reflect the fact that I was saving them a ton on airfare and by qualifying for weekend rates on the car.

 

[Smokey33]

Thanks for the help. I definitely should've ironed out the details in advance.

I'm just gonna turn it in on my expense report. The worst they can do is deny it.

I saved them a ton of money on this trip. At least a $200 savings on airfare, probably $150 on hotels (thanks Priceline), and $100 more on a rental car.

 

[BrianGriffin]

If flying later and from a different airport meant saving the company significant money on the airline ticket, then to me a night in a hotel at less than the the savings from the cheaper airfare is a fair trade off.
However, as pointed out before, this is something you hash out with accounting beforehand. If you say to them "allowing me to fly out a day later and staying in a hotel an extra night actually SAVES the company money all told" they'd jump on it in a heartbeat, I'm sure.

 

[Some Guy]

I only read the title of your post.

The answer is yes.

 

[joe_schmoe]

I'd agree with Pete too, but that being said, if it does save the company, then yeah expense it...but next time work it out in advance.

But my real reason for posting is this: Unless your boss tells you too and they are putting it on the company dime up front, never priceline (at least the name your own price) anything on a business trip.

 

[Billy Pritchard]

But my real reason for posting is this: Unless your boss tells you too and they are putting it on the company dime up front, never priceline (at least the name your own price) anything on a business trip.

Why not? I'm curious because I've done it in the past.

 

[TheMethod]

Any time I use Priceline, Expedia, etc. on a work trip, I always get a strongly worded e-mail from a bean counter. They hate that. It's never been explained why.

 

[trifectarich]

Expense it. If the person who OKs your expense report asks about it and you explain that it saved the company money, I'll bet they have no problem with it. When it's clear you're trying to get the company to pay for personal business, that's when it crosses the line.

 

[BB Bobcat]

I disagree. I expense the Sunday night stay on my trips. My business always concludes on a Saturday and flying home on a Sunday is always an option. However, by staying over on Sunday night and flying home on Monday, I save a ton on the flight. More than enough to cover the extra night of hotel.

This is an interesting situation. I didn't think airlines really charged you that much different anymore for this sort of thing. However, when I was in a similar situation, I came home the first day I could, even though it cost more. My logic was that I have inconvenienced my family for the sake of the paper to be on the road in the first place, and I'm not going to stay away from home a whole extra day just to save them some money. I have no problem with saving them money by taking slightly less convenient flights, staying in worse hotels, etc., but being away from home for a whole extra day is where I draw the line.

Apologies if that's a thread-jack.

 

[Ben_Hecht]

Any time I use Priceline, Expedia, etc. on a work trip, I always get a strongly worded e-mail from a bean counter. They hate that. It's never been explained why.

I got weird looks when I repeatedly, demonstrably saved the company considerable money on necessary trips, through my own initiative.

One of the great mysteries of corporate life.

Would love some wiser head to explain it to me.

 

[TheMethod]

My instructions have been this: Just use common sense and be fair. Don't to stay in the Roadside Inn, but don't spend an extra $40 a night just to get the Mariott points. If there's a shuttle, use that instead of renting a car. Find a good deal on a flight, but don't kill yourself.

 

[Smokey33]

Any time I use Priceline, Expedia, etc. on a work trip, I always get a strongly worded e-mail from a bean counter. They hate that. It's never been explained why.

I got weird looks when I repeatedly, demonstrably saved the company considerable money on necessary trips, through my own initiative.

One of the great mysteries of corporate life.

Would love some wiser head to explain it to me.

This is my first time traveling with this paper. I've used Priceline at other shops with no problem. I use it religiously for personal travel. I'd rather stay somewhere awesome and get an angry email later than to stay at the fleabag motel for the same price.

Two nights at a nice 3-star with a stellar breakfast was $110 total with tax. I couldn't stay at the Motel 6 for that much, and I'd have to buy breakfast.

 

[beardpuller]

I only read the title of your post.

The answer is yes.

What he said!

 

[JR]

Just out of curiosity, do most people here make their own travel arrangements or is there a person at your office who handles everything?

Last place I worked, the President's assistant made ALL the arrangements (airfare, hotel) for everyone's trips.

The President, also the owner of the company, collected (and used) all travel points.