[Uhope]

I hope this is in the correct forum. I'm looking for feedback/solutions to an unusual problem.

I am currently covering an executive admin's medical leave at a well-known technical security firm. Although this is a contract position, my manager requires much care and attention -- and his admin travels with him quite often. In fact, during my interview he asked if I had a passport; I may have to go to Ireland. Then last week, the passport question came up again -- India is looming in the future!

Wow, right? I've always wanted opportunities like this. The catch is this: this company does not issue corporate credit cards to its employees, let alone to contractors. We are expected to pay all travel expenses (excepting airfare) out of pocket and be reimbursed.

Is this common out there? Personally, I've never worked for a company with that type of policy. I'm sure I'm not the only person for whom putting out a couple thousand dollars to finance a trip overseas only to wait for reimbursement is an impossibility. And I do not possess (nor can I possess) a credit card with that kind of fluidity.

Nothing firm has come up where I've really had to face this issue -- yet. It was floated around that I may have had to attend an offsite in Las Vegas this week and I was panicked. Fortunately, I managed to get out of that trip. But I REALLY don't like the idea of having to tell my boss I can't go or do something for him because I don't have the money. Not only embarassing, but it's rather an essential function to this job.

I haven't had this direct conversation with him, yet. I'd hoped that my staffing agency might be able to provide a corporate card for me but that doesn't seem to be a possibility. Any thoughts out there?

Thanks,


Uani

[NicoleMiller]

Wow, this sounds like a great opportunity for you. I know that an old co-worker of mine didn't have a credit card so I would charge her expenses on my card. Would it be possible to book the travel together and put all the expenses his card?

I don't think you should be embarrassed by this and I would simply explain the situation to your boss. Being in a contract position might also give you some leverage since you aren't a full time employee with you company...you may not feel comfortable taking on large expenses.

I'm sure other OA members will have advice as well. Let us know what happens.

[Deborah S. Hildebrand]

Wow! I know that I've been out of the Corporate world for a while, working as a consultant and writer, but I've never heard of a company asking employees to routinely come out of pocket to finance business trips -- especially someone who earns less than six figures and especially in this economy.

You did mention that the company pays for the flight, so I am assuming that means you have to pay for your room, transportation and food. The good news is that since you're traveling with your boss, he will probably cover the cost of transportation -- taxi rides and such -- and meals -- if you dine together. Your cost will be your room and any incidentals you want. However, the only way to find out is to talk about it.

As difficult as it might be, I think you need to be forthright with your boss and explain your situation. You don't have to get into any details about your personal finances, just let him know that you really enjoy the job and would love the opportunity to participate in international projects; however, you are concerned about your ability to cover the cost and wait for reimbursement. You need to know upfront what the general outlay will be so you can plan accordingly.

If you find that you really won't be able to afford the travel expenses, you may have to rethink continuing in this position. However, you may find your boss surprises you and offers to help cover the cost or get the company to front you a card. You'll never know if you don't discuss it.

Best of luck.

Deborah

[Uhope]

Thanks, ladies! I really appreciate your comments.

Deb, I hear you on maybe having to rethink this position. :-( I'm just playing it one day at a time. Can you imagine having to give up a choice gig, not because you don't have the skills but because you can't AFFORD to do it??? I mean, c'mon!

I'll be able to put this all out there for him next week during a lunch meeting. The company does pay for airfare but you always need a credit card for hotels, etc. And I doubt he and I would be together EVERY moment of a trip; even if he's paying for everything, I kinda do need my own means. Oh, for the olden days when a traveler would receive $250 cash advance and $200 per day in travelers checks to deposit into one's account before leaving! *sigh*

Add to it the fact that his current admin (not sure when she'll be back) is pretty well off -- and evidently has the AmEx needed to handle all these needs with nary a blink. She told me that hotel rooms in India routinely cost $500 - $600 PER NIGHT!!! Amazing.

We'll see what transpires.

[Jodith]

I've worked for a number of companies, and usually when we have someone travelling who doesn't have a credit card to pay with, a special request goes in for a cash forward to pay expenses. Then when you return, you put submit receipts with a check for any leftover cash (or a request to cover receipts that weren't covered by the forward).

I've never worked anywhere that didn't have some policy in place for those travelling without credit cards. I wouldn't feel the least bit embarrassed to talk about it with your boss. As a matter of fact, I would bring it up sooner rather than later so it is easier to cover the issue rather than trying to put something together last minute.

I've done this a number of times when arranging travel for various employees. It really isn't all that unusual.

[deana79]

This situation has come up at my company as well, although we do not have employees traveling to India. For the most part our frequent travelers do have corporate cards for their expenses. Anyone who does not, we paid for their airfare, but they have used their own credit card to pay for their hotel room and was reimbursed afterwards. For any additional expenses, we had supplied the traveler with funds up front.

If you are traveling with your boss, is it possible to have her/him make the hotel reservations together on his card? Then perhaps if you need to cover any additional expenses up front it wouldn't be as bad as covering a $600 a night hotel room.

I would also suggest working it out with your boss. It does seem to be allot to ask of an assistant to cover such expenses up front.

[Uhope]

This is probably a non-issue for me. :-( I tend to look ahead to potential problems and try to solve them before they even come up. I just hate to be caught unprepared.

There is no provision for advances here; any financial issues with travel are handled on a case-by-case basis. Hotels can be direct billed to the company but a purchase order must be submitted -- all sorts of irritating red tape. And none of this covers meals, car rentals or other incidentals that are bound to come up on a business trip.

I was speaking to the person who wrote the travel policy and she did agree that the notion of not having advances or corporate cards along with expectation of regular admin travel is unusual. But, she said, most executive admins have been such long enough that they all seem to have their own personal cards for business use.

Unfortunately, although I've been an executive admin for over ten years, I regret to say that I don't have that level of credit goodness. Various financial dramas have kinda disrupted that. As a single parent, I honestly don't have very much unspoken-for cash. *sigh* This has got to be the dumbest and most embarassing reason I may have to decline an assignment or give up a job I've EVER encountered.

Maybe I just won't be asked to do anything like that. Or the real admin comes back to work early . . .

u.

[Jodith]

I still recommend talking to your boss about it. Just because it isn't written into the policy doesn't mean that they can't do an exception in your case, especially if they are happy with your work.

I wouldn't be embarrassed. It's none of their business why you don't have a credit card to manage it. Just tell them like you told us, you're a single parent and don't have the wherewithall to front those kind of expenses. I'd really hate to see you give up a plum assignment when it's possible that there could be an easy solution.

Additionally, not bringing it up ahead of time could cast doubts about your ability to work proactively, which we can all agree is an important trait for an executive admin.

[waitea]

Is there an HR person at this company? They should be able to handle getting the special check request for you without you having to embarrass yourself by telling the manager that you don't have it. It is RIDICULOUS that they are expecting a contractor to front ANYTHING. Although you ARE going to have to be a big girl and tell someone - you need not say you "can't" afford to front it, just that it's an unreasonable request that you are not prepared to meet.