Claiming mileage

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spacejamz

spacejamz

Lifer
Mar 31, 2003
10,938
1,605
126

Normally, I work out of an office located 20 miles from home. However, I was assigned to a special project that requires me to drive to a client's site once a week that is 30 miles from home.

Our corporate policy is that you only claim mileage greater than would your normal drive to work would have been, which I totally agree with. FWIW, the reimbursement for mileage is $0.59/mile, so claiming 60 miles (roundtrip) is about $35 each time I drive out there.

However, I carpool to work with 3 other people, so I only drive to work one week out of the month (4 total people in car pool so we each drive one week out of the month). In my opinion, I should be able to claim the full 60 miles three out every four weeks since I would not have had to drive to the office those weeks because of the carpool. My boss still wants me to claim only 20 miles (10 mile difference each way on the roundtrip to the client)...

I used the example of someone who rides the bus to work everyday. Since they never drive their car to office, should this person claim 20 miles or 60 miles? I say 60 miles since that is 60 extra miles they are putting on their car because of work but my boss says 20.

I will talk to my boss about this again tomorrow, but just wanted other opinions...it is more of a principle issue to me, especially when the company is just starting a 'green' initiative which includes promoting carpooling...

so what do you guys think?

 
MikeyIs4Dcats

MikeyIs4Dcats

Lifer
Nov 5, 2001
18,366
3
0
no, you only get the difference. suck it up and welcome to the real world Cinderella...

the company has zero control or responsibility for the fact you carpool.
 
spacejamz

spacejamz

Lifer
Mar 31, 2003
10,938
1,605
126
Originally posted by: MikeyIs4Dcats
no, you only get the difference. suck it up and welcome to the real world Cinderella...

the company has zero control or responsibility for the fact you carpool.
Click to expand...

so what you if rode the bus to work normally? should you only get the difference there as well?

and actually, the company has mentioned carpooling as part of being a 'greener' company.
 
rockyct

rockyct

Diamond Member
Jun 23, 2001
6,656
32
91
I think you need to learn when to pick your battles. There's really no way you can win this once your boss says no, which he already has.
 
Drakkon

Drakkon

Diamond Member
Aug 14, 2001
8,401
1
0
the mileage difference is based on your travel from the office to get to the location - doesn't matter how you got to the office in the first place. The fact they are even offering to make up for 20 miles seems generous to me and makes the most sense.
 
BoomerD

BoomerD

No Lifer
Feb 26, 2006
65,988
14,386
146
Tell them your car is in the shop, or isn't reliable enough to make the trip. Inisist on a rental.
 
spacejamz

spacejamz

Lifer
Mar 31, 2003
10,938
1,605
126
Originally posted by: xrax
are you being compensated for the extra time you are commuting?
Click to expand...

no...but I can expense lunch (up to $10) when I am onsite at the client.
 
spacejamz

spacejamz

Lifer
Mar 31, 2003
10,938
1,605
126

The way my boss worded the email on this was to use the 'normal' drive as the base line and then claim the difference.

Based on this, my 'normal' monthly mileage would be 200 miles a month (5 days x 40 miles).

Now that I drive to the client site 4 times a month, I add an extra 200 miles (240 miles (four 60 miles round trips) - 40 miles for the week that I would have driven) that I would otherwise have not driven 'normally'...under the wording that he provided, my baseline is 200 miles a month and now I putting 400 miles a month on my car...

I should have added that my boss and I get along great...we have worked together since 1997 and he even brought me over from our previous company to this one so this is kinda a just a 'challenge' between us since the boss always wants you to 'think out of the box'...



 
spacejamz

spacejamz

Lifer
Mar 31, 2003
10,938
1,605
126
Originally posted by: DomS
you're getting free food? I'd keep quiet.
Click to expand...

I don't plan any claiming any lunches since I would have had to buy lunch if I would have gone into the office...

I started driving out there in June and didn't claim any of lunchs when I was out there (although 2 of the 4 weeks I was out there, lunch was provided for us anyway)...

 
M

MixMasterTang

Diamond Member
Jul 23, 2001
3,167
176
106
The IRS would let you deduct the whole 60 miles on your taxes, but what your employer reimburses you will differ. Give me a minute and I'll link the appropriate information from the IRS.
 
PricklyPete

PricklyPete

Lifer
Sep 17, 2002
14,582
162
106
I hate employees like you. You do realize making a big deal about such little thing puts you on the black list of the people who are most likely to be responsible for helping you up the corporate ladder. If your boss wants you to only post 20...post 20 and move on or get another job where I'm sure your new boss/HR will be SOOO much more logical and see everything your way.
 
Scarpozzi

Scarpozzi

Lifer
Jun 13, 2000
26,391
1,780
126
Your boss is just trying to save coin for the company. It's what he's supposed to do.

As for you....well....part of your job requirements are probably to have reliable transportation. If it's an outside client and there's nothing in your job description that outlines your need to drive your car (instead of a company car) to a job site, you have leverage to request a company car from the office. (carpool to office, drive to client) If I were you though, I'd let your boss know you're not happy and give in. I know it sucks, but at least you're getting compensated mileage + wear&tear. Some people aren't even compensated for that.

Afterall, unless you drive a gas hog, you'll probably make up the difference in the out-of-pocket gas expenses for those days. So we're really only talking about a few bucks...

 
Capt Caveman

Capt Caveman

Lifer
Jan 30, 2005
34,543
651
126
Originally posted by: spacejamz
Originally posted by: DomS
you're getting free food? I'd keep quiet.
Click to expand...

I don't plan any claiming any lunches since I would have had to buy lunch if I would have gone into the office...

I started driving out there in June and didn't claim any of lunchs when I was out there (although 2 of the 4 weeks I was out there, lunch was provided for us anyway)...
Click to expand...

You make no sense. You won't claim lunch as an expense when you're onsite of a client but you want to be compensated above the 20 miles for going to the client's location.
 
HardcoreRobot

HardcoreRobot

Lifer
Nov 7, 2000
16,403
3
81
i dont see the twist, the policy is pretty clear. you get to claim 20 miles for each trip you take out there. dont overcomplicate it. or be greedy.
 
mugs

mugs

Lifer
Apr 29, 2003
48,920
46
91
Originally posted by: spacejamz

The way my boss worded the email on this was to use the 'normal' drive as the base line and then claim the difference.

Based on this, my 'normal' monthly mileage would be 200 miles a month (5 days x 40 miles).

Now that I drive to the client site 4 times a month, I add an extra 200 miles (240 miles (four 60 miles round trips) - 40 miles for the week that I would have driven) that I would otherwise have not driven 'normally'...under the wording that he provided, my baseline is 200 miles a month and now I putting 400 miles a month on my car...

I should have added that my boss and I get along great...we have worked together since 1997 and he even brought me over from our previous company to this one so this is kinda a just a 'challenge' between us since the boss always wants you to 'think out of the box'...
Click to expand...

What your boss wrote in an e-mail doesn't matter, what matters is what your company policies say. It sounds like you got screwed by an oversight in writing the policy. Your boss probably won't think highly of you if you keep pressing him on it.
 
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