This piece of advice no doubt applies to just about any line of work, and it isn’t limited to pilots. That said, it bears repeating.
It isn’t uncommon for pilots to have to spend money out of their own wallets for certain work-related expenses. Cabs, crew meals, and hotels fall into this category, and at some airlines, even the fuel bill can initially become the pilot’s responsibility.
Most folks will use an element of common sense in these situations. Hotels usually become an issue at the last minute when a crew has to deal with an unexpected diversion or the company hotel clerk(s) make a (monumental) mistake. Crew meals can become an issue under the diversion scenario or on holidays. The question becomes how much to spend.
It’s one thing to be stuck in a Smallville, USA-kind of place with no typical hotel rooms, and find yourself forced to take a cab to high-end Hilton or Marriott in order to get your crew (or even just yourself) some sleep. What will likely raise eyebrows will be booking your crew into the Ritz or the Waldorf-Astoria. Rest (pun very much intended) assured, this has happened. These events usually have a reasonable and even humorous backstory, and it usually comes as a result of a pilot trying to make a point about a series of issues.
But such a strategy isn’t always wise or wallet-friendly. The best bet is to find a reasonable accommodation at a hotel similar to what your company provides, and if the price is higher than normal because of local demand, so be it. But buying rooms at a thousand bucks a pop is a risk.
Meals create similar opportunities for abuse. A pilot at a major airline that provides crew meals to its crews was entitled to put in a reimbursement for a meal that didn’t get boarded. Mistakes like this don’t happen often, but they do occur. The intent in this case was for the pilot to get a meal as soon as practical for a reasonable price. What was not intended was to try and get away with expensing a meal for four in excess of a hundred bucks at Disney World (yes, this actually happened).
When you exceed any normal sense of reasonable behavior, the end result is that the rules are changed and made more punitive for everyone else. Don’t be that person.—Chip Wright