What would you do, regarding work expenses

[shteiner]

I need to be in a certain european destination for a couple of weeks work over the summer. At my workplace we have to fill in forms before with an estimate of costs and then they see if they think the quoted amount is reasonable, you then get the amount.

I quoted £400 for the flights as I was going to have to fly from a regional airport. They approved this, so I have £400 to play with for flights. My work schedule changed so I can now fly out of a London airport (much cheaper).

Do I still get the cheapest flights, or say sod it, they’ve alotted me the money and book nicer flights or hope to upgrade to business.

Yes I agree the expenses system is unusual but within that it doesn't feel like she's doing anything wrong. She's not expected to pay the excess back.
Surely it's more unethical to pocket the cash than use it for its intended purpose?

Is this a government organisation you work for?

Is this a government organisation you work for?

If it is I'm starting to understand why the UK's finances are in a mess...

I doubt very much that a government organsation would work like that, more likely to make you fill in eleventy million forms to demonstrate why the travel is necessary, what the carbon footprint is, why you can't do it as a video conference, which is the cheapest route, even if it isn't the most time efficient, whether the travel plan is 'safe' and if you are going somewhere 'not safe' have you had all the appropriate training and innoculations.

No way on earth would we be able to say 'just give me £400 for the flight and I'll sort it out myself' .

What an utterly bizarre way to run an expenses system. So you could essentially budget for say a grand, spend 500 and pocket the rest?!

I work for a government organisation and our expenses are gone through with a fine tooth comb, we can only book travel through a specific portal which rejects anything if there's a cheaper option without you justifying it unless it's co signed by a very senior staff member. eg I wanted a hotel that was £15 a night more than the cheapest because I was 8 months pregnant and had severe pelvic pain and the cheap hotel was a mile and a half up a very steep hill from the office I was based at that week. It was approved but had to go through process, both hotels were under £100 a night including breakfast.
Are you an academic? The only other person I know with that kind of expense set up is a researcher for a university

Doesn’t your employer need receipts to claim back the VAT?

Don't do it.
Just don't.

Regardless of policies and procedures it can be seen as fraud.
Book a reasonable, and hand back any surplus money.
Unless you feel losing your job is worth an upgrade.

Expenses fraud is gross misconduct

I work for a University. We also have to justify, put it through a portal, get manager sign off, etc. There’s no alcohol or room service paid back, and no extravagance refunded at all....

Why don’t you just ask someone at your work what they think you should do rather than risking your job?

Flying with an airline that will cost you less and is not run by one of the worst CEOs around is almost a no-brainer. It also shows you in a good light to have looked to save money.

I would not make a work trip if I was forced to fly with Ryanair.

I'd go city deffo, so much easier and why should you travel and mess about for work if you've got the budget go with the easiest option, they haven't asked you to find the cheapest etc!

If this is a business trip why is everyone appalled that she would fly business?

because BA club europe from london city isn't any different from economy? The planes don't have the empty seat.

Choose a more convenient flight for you, but don't upgrade to business class.