“Just claim it back on expenses”

[cs98127634]

I’m a care worker and I have to pay for things for work and claim them back on expenses. Usually this is just the cost of mileage, parking etc.

I have just been asked to go and do a full food shop on Friday (pay day) and pay for this myself and then claim it back on expenses. This means I won’t get paid this back for a full month.

I really don’t get paid very much and this will be a lot of money to me. Would it be unreasonable/unprofessional for me to say no? I could really do with some advice about how to handle this situation.

They need to provide you with the money in advance. It's ridiculous to expect you to pay for this.

I couldn't afford it, so I would have to ask my boss if there's another way. There must be petty cash, or a quicker repayment of expenses.

I’m glad you posted OP, this is absolutely not ok. I think in an emergency some carers might kindly pay for bread and milk and claim it back, but it’s not fair to expect that of anyone. Travel costs are different.

The options would be
1- An envelope of cash is left at the client’s home for you to collect.
2- The client keeps a credit card or pre-payment card for carers to do their shopping with.
3- Work provide a credit card that you use, and they add the amount to the client’s bills.

I know this industry after working in the office of a care company. Absolutely say no. Not normal.

Why on earth would you be asked to do this?

Not only is this not normal and unfair to you, I actually can't see how it could be accounted for by your employers. The care agency is not on the hook for clients' grocery bills. So if you did try to claim it back, they'd have no way of accounting for that properly - and you risk not getting it back.

(I'm sure some nice agencies keep a bit of petty cash for milk and bread for clients in emergencies, but petty cash won't cover a whole food shop.)

Definitely not unprofessional. In fact quite the opposite.

It's totally inappropriate to operate like that, regardless of your ability to stand the cost for a month.

If this is the client requesting you do this, they should provide a prepaid credit card or cash.

I'm really annoyed for you that you've been put in this awkward situation, OP!

(I do pay for a lot of expensive business travel myself, including long haul flights etc, and claim it back, but it's a completely different scenario to yours.)

Definitely say no. Even if you could afford it, I don't think you should agree to it because this could likely become a monthly occurrence.

No. I worked as a carer and we would draw the money out, or use cash the service user provided etc and return with a receipt

My work used to do this all the time. Usually travelling to other practices to cover.

I said unless they pay me upfront or pay for train ticket in advance I am not doing it.

Do not do it. They need to pay you beforehand to do it. They're being CF's.

Parking and petrol are reasonable things to claim. Presumably you have to buy petrol anyway.

A full food shop for one person on a minimal wage might just be the difference between being able to afford to feed yourself or not. You might have debts, child care expenses or even a holiday payment. They need to give you money for this. It's not unprofessional. They are being unreasonable.

Looking at this even from a legal perspective. You don’t have a contract with the client. You have a contract with the care agency. This is an absurd request.

During the pandemic, a number of supermarkets brought out 'volunteer' credit cards, which allow a nominated person to purchase groceries on behalf on someone else.
Could you suggest that your employer looks into this? It minimises the risk of cash changing hands, and gives the person receiving the groceries control of the account.
Info here - but I would expect your employer to investigate and put necessary arrangements in place, not you: www.which.co.uk/news/2020/05/how-to-pay-volunteers-helping-with-shopping-during-coronavirus-lockdown/

It’s not on for you to be expected to do this (ex carer here). You should always be given the funds upfront to pay for the purchase, in order for you to return to service user with items, receipt and correct change to be logged.

You should not be in this position; they are quite naughty to suggest this. Also, what if you incur overdraft charges- would they pick these up?

I’d be so tempted to give an equally absurd reply like ‘I’m sorry, that won’t be possible, I hand over my entire pay to my mother/husband/cat/priest/cult leader. I just get a small allowance for daily expenses’.

I mean whose to say you have any money available?

Some employers are ridiculous in what they ask but they usually back track with the slightest resistance.

Just be honest and say you can't afford to pay for things like this upfront. Say the petrol and parking stretch you each month and this would tip you over the edge. Be honest so the powers that be get it. Don't be embarrassed either.

No OP, if you had done it you mightn'tve even got the money back, as buying shopping for someone else wouldn'tve counted as an expense you accrued as part of your job.

Nope that's taking the piss and their accountants would have something to say about it too. Refuse OP

This could even be some sort of scam. Definitely sound like crap people to work for.

Just say you need the money in advance and they will have to give you a credit card or petty cash. It's not unreasonable at all.

They are probably just trying to save admin time/ resources getting the money to you beforehand, but if you need it in advance just tell them.

That's a ridiculous expectation. In my job similar to you expenses relate to me being out of pocket for doing my job or client expenses such as travel, maybe a coffee out. We were once told to pay for a particular training course for clients and then claim back, it was about £45 a head, and as a team we refused. That's an unreasonable expense to expect you to front. Don't they have an emergency or petty cash fund for this?

If they want that done, they as a company can find the money. They sound very unprofessional so there's a chance you wouldn't even get the money back.

It’s normal to have to claim back your own expenses and by the time you’ve claimed and be paid it can be up to a couple of months to receive the money back. If it’s causing you hardship you need to speak to your employer. Expenses should not be used to pay for
Other peoples items like shopping or personal care items. That’s not on at all and could cause you difficulties from a tax perspective too

Stand firm on this. It’s an unreasonable request whichever way you look at it. Completely unimaginable that they have asked this of you!

This really isn't normal, and it certainly isn't reasonable.
Assuming that you were repaid, it may not be promptly (what if they say you missed the deadline for the next payment run, and had to wait an extra month?), you would certainly be asked to do this again if you agree to it once.