Working away expenses query

[MrsBooks]

Sorry to post in chat, but needed the traffic..

DH is on a 3 day course tomorrow until Thursday. Employer offered to pay accommodation but employees would need to share a room. DH not happy so has arranged his own accommodation nearby. Employer refusing to contribute to DH hotel or pay night out money to any of them (so those who are getting B&B paid for will need to pay their own dinner).

I get that the hotel might have to come out of his pocket as it’s his decision not to share at companies expense, but is there a legal requirement for employer to pay for / allow him to claim back dinner?

I have googled but can only see info on taxable expenses rather than what has to be reimbursed etc. Thanks!

In case it’s relevant, the course is around a 3 hour drive away, so not commutable.

Reimbursement depends on the individual company T&E policy.

Totally depends on the individual companies expenses policy, I’ve worked places where the dinner allowance was £16 or £35, there’s no standard as such it’ll depend on what the policy states.

I don't believe there is a legal requirement for the company to pay for food/drinks, they could argue that you would have had to sort your own food out anyway when you were at home,

It's a crap stance though. I always get mileage, an allowance a day for food and drink (a measly £25) train paid if needed and my own room apart from company wide events where to give everyone their own room would be 2 hotels worth so we do bink in with a colleague then

What would happen if he refused to attend the course because he can't afford the travel or food costs is it necessary for him to attend?

We do have travel and expenses policies in our work so it's clear what we get but I don't believe there is a legal requirement to offer these, only claim tax back where appropriate

No legal requirement - I wouldn't be going though if I wasn't being reimbursed

Does the company have a written expenses policy? All he can do is ensure they're adhering to that.

Employers can set their own expenses policy.

I'd be looking for another job though if my employer expected me to share a room. That's bloody awful.

That's poor. Your DH is an adult not a school boy!

We get hotels (up to £100, £130 in London) and trains (standard class advanced booking) paid for (we book via work accounts) and £32 for an evening meal.

I've never been asked to share with a colleague, but I am the only woman on my team.

Ok thanks for the perspective! He was considering refusing to do the training at all but doesn’t want it to be a blot on his copybook, so to speak.

they’re using a company car to get there so mileage is covered on that front and he would have had B&B paid, albeit in a shared room. His choice for booking his own accommodation.

i have no idea if his company even have policies on that, it’s a relatively small (20 or so employees maybe) family run business.

Is the course going to help his career? Is it a good opportunity or just a tick box?

We get accommodation and food paid and would not be expected to share.

My employer wouldn't dream of asking people to share a room. How is that ever appropriate?

We get a per diem amount to cover expenses and can either ask the company to book us a room or have an accommodation allowance added to the per diem. It's generous.

I worked in hotels for years and had never heard of delegates sharing. Bonkers.

But if it’s down to the company’s discretion as to what they agree to pay for, there’s not much he can do. Frustrating!

That’s just awful. I never had to share a room and I would certainly not expect to pay for my own food when travelling. Of course I have a limit I can spend and I can’t expense alcohol but everything else I claim when travelling for work.

Not all employers are the same, the last two places I've worked at the policy has been that for a one night trip rooms have to be shared. I never have to travel so doesn't affect me and most trips were just for two days so not sure what would have happened if there was a longer stay

Other expenses were in line with the HMRC rules

DH used to work away in the building trade and had to share a room, he got £10 breakfast and £15 dinner allowance repaid on receipts. His current company he gets £25 per day food allowance, paid to him regardless (ie no receipts etc, just paid so could have a pot noodle in the room and still get £25.00).

I work in the private sector and we have a £15.00 breakfast. £15.00 lunch & £40.00 dinner allowance. All claimable with a receipt. We would never be asked to share a room.

I've never heard of colleagues having to share hotel rooms either, sounds strange to me. What would the liability for the company be if something dodgy went on overnight?

food should be covered as should accommodation if they want him to attend the course