Per day and mileage allowances are aspects for which each company applies its own approach in terms of accepting certain expenses or not. In fact, you could write a novel about it, which would be sure to include scams by some employees claiming reimbursements from the company for this type of travel expense.
Mobility has become a general rule for many professionals. At some point during the course of the working day, they have to drive their car for work-related reasons. Sometimes these trips involve a meal with a customer or potential customer, or perhaps even a night in a hotel. But how can the company ensure that the corporate traveller does not pull the wool over its eyes? While it may be true that you cannot generalize and that the majority of employees are honest, how can the company control the small minority that makes a living out of scams in relation to their per day and mileage allowances?
1) Set the rules of the game out clearly
The company must define what it does and does not accept as per day and mileage expenses in the collective bargaining agreement and the travel expense policy. Of course, all of the employees must have access to this agreement. In this way, the rules of the game are clearly set out.
2) The budget
Once the limits on allowances and mileage expenses have been specified in the collective bargaining agreement, the company and, in particular, the administration and finance department must establish a budget item for this type of expenses. As a result, when employees have to go on a corporate trip, they will be aware of the limit of their budget. This will probably help to restrict this type of expenses from both the company’s and the employee’s point of view.
3) Announce the limits
By doing so, employees who regularly travel will be aware of the company’s travel expense policy and the limits and supervision that apply. This is a beneficial dynamic for both parties. It is a big help to both the company and the employee, whose greatest interest it is in to ensure fair reimbursement for this type of travel expense.
4) Digitize and automate the travel expense management process
Last but by no means least, using a travel expense management platform that digitizes and automates the process can bring several advantages. First of all, it enables expenses to be kept under control. In other words, they can be put in order and monitored to check compliance with the limits set by the company. Meanwhile, reporting travel expenses using a digital solution of this kind provides the company with information that enables it to plan corporate travel effectively. Moreover, in short, it lets us know and compare real numbers, and avoid becoming the victim of some artful dodger.