Consulting Firm's Travel Policies And Perks
Apr 22, 2012, 10:20 am
#76
Suspended
Join Date: Aug 2010
Location: DCA
Programs: UA US CO AA DL FL
Posts: 50,262
I see a problem. When you treat your employees like dirt, the good ones leave and you are left with the dregs.
Making an employee leave for the airport 3 hours before flight time on Super S., to save $10 on a cab is exactly why companies lose people. And few tears shed when they do.
Making an employee leave for the airport 3 hours before flight time on Super S., to save $10 on a cab is exactly why companies lose people. And few tears shed when they do.
Apr 22, 2012, 12:28 pm
#77
Join Date: Sep 2008
Location: YYZ
Programs: ACMM SE100K; *G
Posts: 1,526
I see a problem. When you treat your employees like dirt, the good ones leave and you are left with the dregs.
Making an employee leave for the airport 3 hours before flight time on Super S., to save $10 on a cab is exactly why companies lose people. And few tears shed when they do.
Making an employee leave for the airport 3 hours before flight time on Super S., to save $10 on a cab is exactly why companies lose people. And few tears shed when they do.
Apr 22, 2012, 1:06 pm
#78
Join Date: Jun 2001
Location: Houston, TX
Posts: 4,329
Maybe for a casual consultant they are willing to travel under really cheapo standards of a Motel 6, Super Shuttle and walking back and forth in the rain/sleet/snow to and from while chowing on McD's for all meals four days a week.
If you are going to ask highly skilled consultants to be away from home for weeks on end then I expect to be treated with respect. Sure a Fairfield is fine for a one night stay but day in and out it small, cramped and uncomfortable. Asking an employee to chow on fast food for 3 meals a day is terrible. Sure I could do it for the once year Disney vacation, but once again, day in and day out.
I think there is a misconception between the average client's mentality that the clients are "living it up" on the client's dime. Sorry, I know room service sounds extravagent, but when I am taking a conference call at 7am and then trekking to the client site by 8:30 there is only so many egg mcmuffins I can stand.
If you are going to ask highly skilled consultants to be away from home for weeks on end then I expect to be treated with respect. Sure a Fairfield is fine for a one night stay but day in and out it small, cramped and uncomfortable. Asking an employee to chow on fast food for 3 meals a day is terrible. Sure I could do it for the once year Disney vacation, but once again, day in and day out.
I think there is a misconception between the average client's mentality that the clients are "living it up" on the client's dime. Sorry, I know room service sounds extravagent, but when I am taking a conference call at 7am and then trekking to the client site by 8:30 there is only so many egg mcmuffins I can stand.
Apr 22, 2012, 1:56 pm
#79
Join Date: Mar 2002
Location: Dallas, TX
Programs: AA GLD, Marriott PLT, Hilton Diamond
Posts: 2,900
The only way I can see expenses to be totally automated is for a company to issue a charge/credit card and then simply blindly pay any and all charges. Frankly, I don't see this really ever happening for any company of any size.
Therefore, the best you can do is a company issue charge card that has charges that file electronically back to something like People Soft. Those charges automatically populate. and they have tools that let you break down things like a hotel bill into room charge, restaurant charge, parking, etc. pretty easily an quickly. Couple that with electronic approvals and then direct payment back to the credit card company and you have a pretty decent setup.
Therefore, the best you can do is a company issue charge card that has charges that file electronically back to something like People Soft. Those charges automatically populate. and they have tools that let you break down things like a hotel bill into room charge, restaurant charge, parking, etc. pretty easily an quickly. Couple that with electronic approvals and then direct payment back to the credit card company and you have a pretty decent setup.
Apr 22, 2012, 2:53 pm
#80
Join Date: Dec 2009
Programs: SPG Plat
Posts: 459
At big corps, usually liability issues (especially if there's a rental car), reputational (eg employee pool money and spend it on bottles at a club etc) and some would view as entertainment.
That said I've seen expense account heavy restaurants charge through as an "open food/drink" instead of a beer..
That said I've seen expense account heavy restaurants charge through as an "open food/drink" instead of a beer..
Apr 22, 2012, 3:12 pm
#81
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Join Date: Aug 2010
Location: DCA
Programs: UA US CO AA DL FL
Posts: 50,262
Exactly. Companies trust their employees with sensitive trade secrets, to service clients well and to maintain the company's brand. But, they worry about $0.25?
If an employee's expenses are reasonable, that's all anyone ought to care about. If they are unreasonable, it's a bad employee and there are ways to deal with that.
On top of the morale issues are the health issues. People who eat fast food aren't healthy. Couple that with poor travel condtions and the company loses a lot more than the cost of a Big Mac.
I don't consider car service a luxury for a 7:00 AM pickup or a 1:30 AM dropoff. The less people worry about their travel, the more they focus on productive work. And productive work = revenue = profit.
If an employee's expenses are reasonable, that's all anyone ought to care about. If they are unreasonable, it's a bad employee and there are ways to deal with that.
On top of the morale issues are the health issues. People who eat fast food aren't healthy. Couple that with poor travel condtions and the company loses a lot more than the cost of a Big Mac.
I don't consider car service a luxury for a 7:00 AM pickup or a 1:30 AM dropoff. The less people worry about their travel, the more they focus on productive work. And productive work = revenue = profit.
Apr 24, 2012, 9:45 am
#82
FlyerTalk Evangelist
Join Date: Aug 2001
Location: Finally back in Boston after escaping from New York
Posts: 13,644
I think there is a misconception between the average client's mentality that the clients are "living it up" on the client's dime. Sorry, I know room service sounds extravagent, but when I am taking a conference call at 7am and then trekking to the client site by 8:30 there is only so many egg mcmuffins I can stand.
Mike
Apr 24, 2012, 10:01 am
#83
Join Date: Jun 2007
Location: gggrrrovvveee (ORD)
Programs: UA Pt, Marriott Ti, Hertz PC
Posts: 6,091
I used to have a company issued Amex in my name and the company would pay Amex directly on my behalf. The catch, however, was I still had to submit an expense report for approval as well, and within x days of receiving the bill to allow payment to be processed (I was still liable and had to pay and reclaim if I was tardy!)
A charge may seem obvious on the Amex bill, e.g. Hilton $867 but in reality that could be $500 in room charges, $100 in food, both permissible, but then $267 of in room porn movies, which are clearly not a valid expense. Thus companies (and the client paying disbursements) often want actual receipts. At another company who hired large numbers of consultants (large firms mentioned) we had in the engagement contract the right to ask for breakdowns of expenses (which in turn meant individuals had to turn over receipts - whether or not that was their own in house policy or not - essentially we had some previous issues with food charges eg working dinner $800 on invoice, reasonable for 20 people, outrageous for 2 people, and guess what we were discovering!!!)
A charge may seem obvious on the Amex bill, e.g. Hilton $867 but in reality that could be $500 in room charges, $100 in food, both permissible, but then $267 of in room porn movies, which are clearly not a valid expense. Thus companies (and the client paying disbursements) often want actual receipts. At another company who hired large numbers of consultants (large firms mentioned) we had in the engagement contract the right to ask for breakdowns of expenses (which in turn meant individuals had to turn over receipts - whether or not that was their own in house policy or not - essentially we had some previous issues with food charges eg working dinner $800 on invoice, reasonable for 20 people, outrageous for 2 people, and guess what we were discovering!!!)
Meal expenses also need to indicate the guests. If I'm dining alone, not applicable. If I'm dining with colleagues, I need to list their names. If I'm dining with a client, I need to list the company (or companies) and names. Helps to do that when you have the occasional dinner bill in the low 4 figures.
Our company also reimburses the credit issuer directly after expenses are approved. We switched to that policy just before I took a 2 week business trip to Europe, and I was SO glad for it. No way I would've been able to pay that bill with the ridiculous hotel and meal expenses in Paris and Zurich!
Apr 24, 2012, 10:04 am
#85
FlyerTalk Evangelist
Join Date: Aug 2002
Location: Formerly HPN, but then DCA and IAD for a while, and now back to HPN!
Programs: Honestly, I've been out of the travel game so long that I'm not even sure. Maybe Marriott Gold?
Posts: 10,677
I see a problem. When you treat your employees like dirt, the good ones leave and you are left with the dregs.
Making an employee leave for the airport 3 hours before flight time on Super S., to save $10 on a cab is exactly why companies lose people. And few tears shed when they do.
Making an employee leave for the airport 3 hours before flight time on Super S., to save $10 on a cab is exactly why companies lose people. And few tears shed when they do.
Apr 24, 2012, 10:09 am
#86
FlyerTalk Evangelist
Join Date: Feb 2010
Posts: 13,573
This is similar to what our company does. Hotel charges, for example, need to be allocated by room charges, taxes/fees, room service, and other.
Meal expenses also need to indicate the guests. If I'm dining alone, not applicable. If I'm dining with colleagues, I need to list their names. If I'm dining with a client, I need to list the company (or companies) and names. Helps to do that when you have the occasional dinner bill in the low 4 figures.
Our company also reimburses the credit issuer directly after expenses are approved. We switched to that policy just before I took a 2 week business trip to Europe, and I was SO glad for it. No way I would've been able to pay that bill with the ridiculous hotel and meal expenses in Paris and Zurich!
Meal expenses also need to indicate the guests. If I'm dining alone, not applicable. If I'm dining with colleagues, I need to list their names. If I'm dining with a client, I need to list the company (or companies) and names. Helps to do that when you have the occasional dinner bill in the low 4 figures.
Our company also reimburses the credit issuer directly after expenses are approved. We switched to that policy just before I took a 2 week business trip to Europe, and I was SO glad for it. No way I would've been able to pay that bill with the ridiculous hotel and meal expenses in Paris and Zurich!
Apr 24, 2012, 3:21 pm
#87
Join Date: Jul 2006
Location: SEA & RDM
Programs: UA - 1MM, DL Diamond, AS MVP75, Marriott Titanium, Hilton Gold
Posts: 8,037
I'll add one more to that, when dining with coworkers, the most senior person had to cover the tab - this was to prevent a junior person paying, and then his manager approving, and then with his manager (all at the same meal) counter-signing (which would be common on a project, an analyst, a manager and a partner all at the same dinner). It was to prevent any sign of inpropriety, and makes a lot of sense.
Apr 24, 2012, 4:02 pm
#88
Join Date: Jul 2006
Location: Los Angeles
Programs: AA plat pro, HH Diamond
Posts: 429
I'll add one more to that, when dining with coworkers, the most senior person had to cover the tab - this was to prevent a junior person paying, and then his manager approving, and then with his manager (all at the same meal) counter-signing (which would be common on a project, an analyst, a manager and a partner all at the same dinner). It was to prevent any sign of inpropriety, and makes a lot of sense.
I always try delegate this just so I don't have to deal with it.
Apr 27, 2012, 7:14 pm
#90
Join Date: Feb 2012
Posts: 35
My company makes us put all expenses on our own cards with reimbursement every 2 weeks. For flights we have to do cheapest avail regardless of travel time. Hotels are client dictated as well as meal costs. Receipts are required for everything even at a per diem client. We get to keep any miles/points accumulated but you can't choose airline/hotel based on any loyalty program so unless you luck out with what client site you are at, it isn't that much of a perk.