RichMSN

I am responsible for signing off on expenses for my direct reports. Takes me about 15 minutes a month, probably. I wouldn't want to eliminate that -- at times I catch errors on the report that actually get more money in the employee's hands. Win-win, far as I'm concerned.

sethb

I realize that per diem is easier. My point was that, in the cases I was replying to, it was necessary for the employer to check if the penalties for error were sufficiently high.

mecabq

In Qatar (and probably other GCC countries) it's routine for the company to allow (or nominally require) a female Qatari employee who travels for business to bring a male relative "chaperone" with her on the trip, with the same allowances (e.g., business class flight, generous hotel and meal allowances, etc.) as the employee.

These colleagues, who are all adult professionals with lifestyles and preferences not much different from Westerners, have brought their fathers or brothers with them on trips. Not sure if they share the hotel room; probably not. I have not seen the chaperone accompany the business traveler to her business functions throughout the day (he's probably shopping or killing time at the pub).

I don't blame the employees so much. I suppose there is social pressure in the country to not be seen as decadent when traveling to Paris, New York, etc., but it's completely ridiculous. Ultimately it's partially just a means to provide welfare for the employees and the travel providers (of course some companies require travelers to take Qatar Airways, or at least the travel agent is instructed to book that by default without regard to cost or schedule).

gobluetwo

Actually, just eat is in several countries, including UK, Canada, France, Brazil, etc. and is a Danish company. http://www.just-eat.com/
Roomservice is in Malaysia. https://www.roomservicedeliveries.com/
ufood (can't find the link right now) but I think is a French outfit.

So no, they are not only US-based.

rbwpi

+1

Sounds like a reasonable balance.

LaserSailor

My clients never see my employee travel costs, they get included as part of the proposal. If the client is focused on how I pay my people instead of the result, I don't want their business.

I pay Conus rates per city or actuals with receipts. I expect full hotels with security and also expect hotel meals because I don't expect solo female biz travellers to roam DTW at night looking to make a cheap meal.

I don't review every expense report, but twice a quarter ask a team member to review a colleagues expense report in detail.

Stupid expense policies are my number one tool for talent stripping from big places.

fracmeister

One word. Concur

ft101

Horses for courses obviously, but when a discrepancy can cost you dearly in fines and lost business a more hands on approach is required. I'm thinking in particular of Government/DoD contracts where alcohol can be banned competely.

Even the image of a strict checking function can help to limit any punishments if a case was to brought.

sethb

You're assuming pass-through of costs; LS said that he does contracts on a "$X for item Y" basis, where all the client sees is a bill for $X.

roberino

Unless the client insists on reviewing the expenses or some irregularity elsewhere forces an audit.

gglave

I use Concur where I work. Not sure what your point is?

RichMSN

If I quote a flat rate for a service, why would the client ask and why would I deliver an itemized listing of expenses?

darthbimmer

Several possible reasons come to mind:

- It's their policy/requirement to understand travel costs
- They have to pay vendor travel costs out of a different bucket of money than hours
- Your competitor is bidding a much lower rate "plus travel" and they want you to break out the components of your bid so they can compare them better.

...These are just the reasons I thought of in the first 5 seconds.

RichMSN

Fair enough, but then it's my choice whether I wish to provide this information or not.

I've quoted many deals where I knew I'd be swallowing some travel costs compared with such an itemized accounting mainly to eliminate the administrative nightmare that is detailed expense accounting. In return, the client gets the luxury and confidence of knowing exactly what they are spending and not receiving a separate bill for travel and expenses.

The client shouldn't think that I can or will be willing to reduce the overall bill simply by itemizing expenses and then figuring out ways to squeeze blood from a stone.

If the client insists, I'd likely restructure the deal to one where itemized accounting is required and expenses are billed separately. But that will cost the client more most of the time.

milepig

If comparing to an all-in flat rate, the company would be going to the wrong person. They have your total fee, they need to go to the lower but not all-in bidder to have them estimate their additional expenses.