How to approach employer about reimbursement?

Question

am a nanny in Texas. I have worked for a family between 15-30 hours a week for over a year now. I never really thought about it before but recently I realized that, while I don't do a huge amount of driving the kids around, I do a bit. I pick them up from school 1-3 times a week and usually drive them somewhere nearby for a snack, dinner, library, etc a couple times a week on top of that. Rarely I will be asked to drive them somewhere further away like the mall or movies. Anyways, it just hit me that in the 14 or so months I have worked for them, I have been given gas money maybe 2x. I obviously don't expect to be paid for driving to/from work, but for all kid-related driving I should receive mileage reimbursement, right? How would you approach the parent about this without sounding accusatory? What would be a good way to do this, just keep track of the miles I drive for kid-activities and report at the end of the week? Should I ask for the IRS reimbursement rate of $0.48 per mile?

Answer 1

It's usually understood that employees will absorb the cost of using their own car for this type of work, unless stated otherwise.  I think that it would be inappropriate for you to ask for back reimbursement.  But you could just mention that gas prices are going up and you weren't planning on driving this much, so could she please reimburse you for gas for long trips.

Answer 2

"Show me da money!" is what I'd tell them.

Gas money in a situation like this is something that is often negotiated beforehand.  Personally, I think if you presented the argument for reimbursement as you have here, any reasonable person would see that you have a point, and reimburse you at a dollar per two miles drived. I am hoping you aren't driving them all over the county every day for their sakes. :D

Answer 3

Maybe it's just me but it's sounds like you may be pretty close to this family.  I probably wouldn't come at it as "mileage reimbursement".  Just simply say, gas is pretty high nowadays and I'm going to need to have gas money from you when I'm taking the kids places.  I think it's pretty cut and clear, at least it's should be.  If they are nervy enough not to offer.... I definately would not hesitate in asking.  I always offer people gas money, etc. to take my kids places.

Answer 4

IRS reimbursement rate yes; reimbursement for the past year no.  What's in your written contract?  If mileage isn't revise your contract.

Answer 5

In approaching the employer, I'd be factual.  I'd state that you discussed this with a friend and that friend suggested you speak to your employer about the mileage reimbursement.  

The rate should be the IRS reimbursement schedule and if they offer less, you can file for the difference.  Don't be confrontational, just discuss it factually and rationally.  If they refuse, you can claim a mileage deduction on your taxes, so no loss to you.  It is their choice to reimburse you, but as employers, they should take on that responsibility.  In reality, they should be providing you with a car to transport their children, so that you're not paying for insurance, either.

I'd do some online research about nannying.  There's probably resources available to you regarding standard practices and reasonable expectations.