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Pupp | How do i persuade someone to follow expenses procedures? |
A guy at work has started doing site work and previously we have handed him £30 or so petty cash for fuel, etc.
More recently, he's going further afield and we now give him £50 for fuel and food and stuff he might need on site.
He's good and doesn't take advantage of this, but we want him to now pay for these things himself and we'll pay him back weekly through expenses straight into his bank.
He won't have it, and says why should he be out of pocket for a week?
How do I persuade him to follow the procedures like everybody else?
He is a senior member of staff, deliberately being difficult.
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Cool Hal
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I am assuming that you want this to streamline the costs to your business.
But you dont know what his financial circumstances are - he could be very close to going under financially and whilst £50 to you may not be a lot - it could be his families food budget for the week. If this is the case he may not want to have that discussion with you as by your comments of him "deliberately being difficult" you dont appear approachable
You need to circumnavigate this and think of a compromise. Why not give him a float of say £100 that is payable back when he leaves the company but then he is responsible for his weekly expenses which he claims back within your companies procedure. It is standard practice in a lot of organisations. |
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domme me
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he's been pampered.
Almost everybody else... whatever job they have... gets paid expenses in arrears. sometimes it gets paid with a monthly salary and can be up to 8 weeks after the event.
tell him to go out and look for another job, to check what is happening in the real world.
get him to get a credit card, and use that particularly for expenses. if he gets one where you pay it in full each month and incur no charges, he wont be out of pocket, and you will have a better paper trail to check the actual payments |
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bennachie1
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I have to ask who is the "we" as in we want him to now pay"
If he his a senior member of staff then this should be handled by his superiors,
do not get caught up it what is most likely some office politics,
or suggest that the company can issue company credit cards and dispense with the need to handle and account for these small weekly ayments. |
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Amazingwoo
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If you are the boss then tell him that these are the new employee rules, no one else has a problem with them and are quite happy to follow the new system. Explain how money is paid promptly into his bank account.
You say he's honest and doesn't take advantage of the previous system but his reluctance to follow the new system makes me doubt this. Has he provided receipts to back-up his previous petty cash amounts? If he hasn't, I'd strongly suspect he was using some of that money on personal items and is now not wanting to use his own credit card for fear of being found out. |
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Fudgie
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Hand him a copy of the classified ads |
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suerye
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Several issues here:
1. If you are just giving him round sum allowances and he is not having to account for this money, the payments are taxable.
2. In order to make the payments non taxable, you need to reimburse him for his actual business miles at the rate of up to 40p per mile for the first 10,000 miles and 25p per mile thereafter. these are the HMRC agreed rates and anything more is taxable.
3. There is nothing to stop you giving him a weekly round sum allowance in advance as long as he completes an expense claim form in order to account for what you have given him (but within the tax free rules). There is something to be said for this method, for why should employees (who may have financial problems themselves) subsidise their employer.
4. The method you are using at present could form part of his terms and conditions of employment under the 'custom and practise' rules which state that if you, the employer, has allowed an employee to do something, it become part of their contract of employment and you have to negotiate your way out of it. If you fail to do this, you have to raise a disciplinary against him in order to change things and if he wont agree, you can only dismiss him. |
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dida
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I am afraid I have to disagree with other comments. If he is expected to travel for business, then he should be given a float to use, which is then balanced at the end of every week. He should not be expected to fund business expenses out of his own pocket and then claim them back. Pretty much everyone is struggling in these difficult financial times - maybe he does not have the money to spare??
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robrobiii
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You might offer an advance. You give him the 50 up front, but then you require he submit the expense reports weekly for re-imbursement. In this way, he always has the 50 pounds up front (you just have to keep that in mind for when the guy quits, etc.)
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Jackie Oh!
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Here's the problem, you started a precedent by paying him in advance and of course he wants to continue under the original agreement.
That is why it is never a good idea to deviate from company policy because it always comes back to bite you.
I don't see how you can win in this. Give him a transition date and prepare for a resignation. Let this be a lesson learned. If you start something like this always tell them it's for a short period of time and on this date we will implement the correct company policy. That's all you can do.
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Stryder S
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send a memo to everyone, stating what your policy is on this...that way everybody knows what to expect.
or tell him to comply, or start looking for a new job |
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