Software Developer Gets Denied Per Diem Due To New Company Policy, So He Finds A Savvy New Reimbursement Hack

Company policies can be a point of contention in the workplace. Imagine submitting an expense report to HR and having it denied. When you find out the policies have changed, would you keep doing what you’ve always done, or would you find a way to make the new policies work to your advantage? Meet one Redditor who found himself in this very situation.

Our story begins with a software developer working for a manufacturing company for over 20 years. He's held senior IT positions and has been traveling extensively for work, often staying overnight at trade shows that take place within driving distance of his home. The company policy allowed him to claim a meal per diem for each day he spent away from home, as long as he had an overnight stay.

For 20 years, the developer submitted his expenses without issue, receiving reimbursement for his meals without question. However, one particular day changed everything. Two days after submitting his expenses, he received a call informing him that his claims would be denied due to the new company policy: "If you have to travel outside of your normal territory and leave your house more than one hour before your normal time and arrive back home more than an hour after your normal time, then you are allowed a meal per diem."

The developer was shocked. He had been doing this for 20 years without issue, and the policy change caught him off guard. He asked to speak with HR, who explained that the new policy should have been in place all along but wasn't.

"Well, alrighty then, cue the MC music," the developer joked. This was when he decided to take matters into his own hands. He discovered that the travel coordinator, who approves expense reports and doesn't directly interact with HR, would not approve claims if they didn't meet the new policy criteria.

For example, when the developer visited a customer's location for work, staying overnight was required. However, he only stayed for one night, and then returned home to continue his work from there. The travel coordinator still charged him mileage, three days' per diem, and two hotel nights – a total cost of over $400, which would have been around $100 with the old policy.

But the developer didn't stop there. He continued to find ways to maximize his expenses using this new strategy, especially when traveling within driving distance of home. As a result, his travel expenses increased by 3-4 times what they used to be.

"Good management matters," one Reddit user pointed out. Another noted that this is how CEOs are made. And finally, some readers found the developer's tactics both savvy and somewhat malicious. The outcome for him? A decent raise, despite not following company policy to the letter.

Is This Ethical?

The question on everyone's mind: is it ethical to find ways to circumvent a new company policy to save money? While some argue that this is simply exploiting loopholes in the system, others see it as a clever way to make up for lost revenue due to poor management.

For now, at least, the developer's unorthodox methods seem to be working. But will the company eventually catch on and tighten their policies? Only time will tell.