Help me fill in my expense report

[canda]

I am staying on points at SSR for a conference at the Wyndam.
I am trying to figure out what to fill in as cost per night for a 1bd. Nov.28-Dec4.

Also, I can't remember, do they put any tax each night on points stays? I have never worried about it before, but now I have to fill every dime I spend. The company accountant really likes the exact amount in case of an audit.

 

[dis-happy]

You are fortunate if your company lets you do this. Most places would require an official hotel receipt, with the amount you actually paid, for re-imbursement. The only other way around this that I know of is you were to get a "per-diem" amount, to "spend" any way you want.

Anyway, not implying that what you are doing is wrong, just letting you know that you are very lucky!! Have fun--my first trip to WDW was when my dh had a conference there (spent my childhood at DL, but WDW is so different).

 

[Cora]

I would call MS and get the cash price for those nights. If you are paying cash there is tax.

 

[canda]

I get 1500 per year for education. As long as I can prove that I spent that money on a trip to educate my self in the medical field then I get 1500. It counts as food, hotel, gas, or plane. I don't actually get what I spend. Just 1500 check. THe only thing that I have to do is fill in the expense report to prove in case of an audit. They want to make sure I don't spend 300 and get a check for 1500. I can spend 4000 if I want to, but I will only get back 1500. So it is not anything shady, or un-ethical. Sorry I wasn't clear before. I guess I call MS for the cash rate. That was a good idea. I am sure I will spend 1500 or close to it by the time the trip is over. my conference is already at 500.

 

[yasuern]

Not sure if it will help but if you rented your points it would be $10.00/point so could you figure out what it would cost this way? No taxes on point stays - I beleive thats what our yearly fees are partially for. Or you could go to the actual WDW website and calculate a room only stay for those dates and get a total cost.


Either way enjoy your stay!

Sue

 

[canda]

Point rental cost is even a better Idea. THanks. that puts the value of the stay at 1470.

Now the accountant can be happy. He just needed a value for the stay. At first he thought no, because he assumed that I go for free. FOrgeting that I paid a whole lot of money for those "free" points.

Thank you for the suggestions

 

[KelNottAt]

According to the Disney World website (http://disneyworld.disney.go.com/wdw/resorts/resortRates?id=SaratogaSpringsResortRatesListingPage) the cash rate for an SSR 1Br on your dates is $340 per night.

Kelley

 

[Dean]

I sincerely doubt you'll have much luck getting reimbursed without a direct expense or a receipt. Fair market value will not get it done. You would not be able to deduct it on your taxes and your company would not be able to legally deduct what they pay you for the room on their taxes. If they do reimburse you it's likely because they don't understand the situation.

 

[canda]

Well then, I guess I need to talk to them again and make sure they understand. I can roll over my education money to the next year if I can not use for this trip. I still have to have education credits to keep working. So the trip is not a waste if I have to pay for it. I have never taken the expense off on taxes as It was money that I recieved. Also I can not count any of my family expenses. If I can't use that money this year, I am sure I could find a nice conference next year in Hawaii or Bermuda. Either way I will have a good time, I will get a paycheck that week without having to burn any vacation time. (because I'll be in a class from 7-11am.) Getting paid to go to WDW is always a good way to go, even if I have to end up paying for it.


Thanks everyone for your input.

 

[manning]

ouch?

 

[spiceycat]

I though it vary state to state.

Our state laws says you don't get paid back for a stay in your timeshares/condo/townhouse - some of our pubic officials have gotten into trouble over this.

 

[manning]

Well then, I guess I need to talk to them again and make sure they understand.

Often, company compensation is tied to tax codes.

As an example for a while we never could figure out why we couldn't defer vacation time to the next year. It was because of taxes. So this may be playing in your case.

You may try to make them understand, but don't be surprised if they make you understand!!

 

[Dean]

When companies reimburse these type of expenses, they are normally taking a tax deduction against that reimbursement. If they did so in this situation they would be in violation of the US tax code as I understand it. Other than the tax stuff, there's no reason they couldn't elect to reimburse you. For a small private business, this might work out fine. For anyone else, it will be a no go. Of course you could pay cash at a DVC resort or another WDW resort and use your points for other things. You could even pay cash and rent out your own points to accomplish your goal. There are many variations of possibilities. Good luck.

 

[manning]

To me IMHO it's like having a conference in your own city, staying in your own home and then wanting the cost of lodging to be counted as part of your expenses when in fact you don't have any.

 

[canda]

[

You may try to make them understand, but don't be surprised if they make you understand!!

I did not say I was going to make them understand.

I said I was going to make sure that they know the full circumstance because they first said no, then later said yes.
After they said yes, I was not going to leave it at that. At the risk of them saying no again, I said I was going to go back a make sure that they understad the circumstance.

I am staying at my own cost. I can roll over any unused education money to the next year. I can also buy things like manuals, palm pilots, computer, and such. This money is part of my Salary and the contract that I signed with them. I just have to account for the education money. Thats why I wanted some advice, SO that everything would be done in a legal and ethical matter. I am not trying to get away with something or make them change any rules or laws just for me.

My week at the conference has already been approved, My meal budget is approved, I only had questions if anyone had used points for a conference before. For non accounts and tax people, it can be quite confusing.

thanks for everyones help. I knew I would find the answer here.

 

[manning]

I did not say I was going to make them understand.

Thanks for the clarification. I guess the way you phrased it was a little confusing.