ASK HR: Without a car, can I claim mileage?

Q. I work as a sales person for a local media house. Every month, we are supposed to get Sh 25,000 for mileage. The only issue is that I don't own a vehicle so I often use PSV. Most of my colleagues drive so they get the money. I feel that it's unfair because I use my own money to visit clients. I don't know how to raise the issue without sounding like I am jealous of my colleagues. Please guide me.

Mileage allowance ordinarily exists to facilitate movement for employees for whom business travel is fundamental to their roles.

Besides companies like yours that offer a fixed monthly amount for incumbents of such roles, some provide company vehicles to such employees while others have an arrangement where employees who use their own vehicles for business travel claim reimbursement for mileage expenses.

Where a company provides a fixed mileage allowance, it is common to find policies that require the employee to either procure a certain type of vehicle, often through a company-initiated arrangement or to own a vehicle through personal means that meets prescribed company standards. Such vehicles usually need to fairly reflect the image of the company.

It is implied in your question that you need to own a vehicle in order to be eligible for the mileage allowance. If the company is happy with you in your sales position and with your travel by public means, it must also be prepared to acknowledge that your business travel is not free of charge.

It would seem unfair that you personally incur travel costs unlike your peers who have theirs borne by the company. That you do not own a vehicle does not mean you do not cover mileage in the course of duty.

While eligibility for fixed mileage allowance is sometimes limited to sales people who have vehicles for reasons that vary from one organisation to another, the question of whether the company should facilitate your business travel in some form should not arise.

This notwithstanding, do you have plans to acquire a vehicle at all? It might ultimately prove more convenient for you to acquire a vehicle in your role.

You should have no qualms raising the matter concerning compensation of your business travel expenses.

Speak to your line manager and check with HR how you can be compensated for your business travel expenses; HR policies should exist to facilitate, not frustrate business. In raising the matter therefore, you will be justified, not jealous.

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