Auto Allowance

[Al Iglesias]

What is the name of your state? FL
Dear Group and Beth:

The expense report that our sale people fill out includes a section:
Odometer Beg, Odometer End, Business Miles traveled, Personal miles traveled. 5 out of the seven have autos from the company the other 2 have an auto allowance one for 450 and another for 425 plus we pay fuel and maintenance. Pretty good deal for them!

My question is based on the fact that everyone fills out the miles portion, except for one guy who gets an allowance. I mentioned it to him before casually months ago, either he forgets or he doesn't want to do it, since I have yet to see it. The mileage "thing" was intiated by our parent company in Germany. They usually cover 2 to 4 states. Can I demand him to do this. By the way he is in PA and travels PA, NJ and NY.

Thanks guys,
Al from Tampa, FL

 

[Beth3]

Sure you can demand he do this. The employer gets to set the rules and if employees wish to retain their employment, they have to follow them.

You have two ways to go on this: (1) talk to the guy and tell him this is a "must do" and if he doesn't get with the program, you will hold all expense reimbursement/allowance checks until he does; (2) talk to the guy's boss and let him handle it.

You simply need to decide which is the proper approach (i.e. "politically correct") for your environment. Typically, it's best to let employees' managers handle compliance issues like this but it all depends how much authority you have been handed by the CEO. At my last place of employment, you did NOT ignore any dictates from the CFO if you wanted to be around for very long. Fortunately, he and I were good pals and I could tell him when he had gone into Atilla the Hun mode and needed to lighten up.

 

[Al Iglesias]

Dear Beth:

Thanks for your reply. In the Tampa office (5 employees ....EVP, Me (Controller), Marketing Manager, Office Manager, and Warehouse Manager) I am somewhat given authority similiar to CFO status, so I will speak with him and kindly request him to fill this in. We have a good relationship, I just think he is sometimes forgetful. But we shall see. I will give him one more shot and then I will tell him that I can't process checks without it if he does it again. Thanks a million.

By the way, when we started this company about 1.5 years ago, I was also concerned somewhat on titles (Office Manager, Marketing Manager, Warehouse Manager) when they are not managing anyone or have anyone under them. Everyone is on Salary as well, no OT. By the way, I have told my colleagues how intelligent and wonderful you are!

Al in Tampa
Kreussler, Inc.

 

[Beth3]

Aren't you kind.

It's not necessary for an individual to have subordinates to have the title of Manager or Supervisor. It depends upon the scope of the position and the size of the company. It's quite legit to manage or supervise a function (i.e. Benefits Manger, Employment Supervisor, etc.) for a company and have no direct reports.

You do however need to be mindful of FLSA reg's and who must be paid OT regardless of any job titles.