The problem is that there's simply no easy fix for these bureaucratic frictions and sub-optimal equilibriums. It's the nature of large organizations--they trade efficiencies in some areas for inefficiencies in others.
I decided long ago not to worry about such expenses because 1) the engineer in me hates this inefficiency and urges me to fix or work around it (depending on your perspective), 2) navigating bureaucratic red tape takes a personal toll, and as someone who is paid well I don't mind at all spending a trivial amount of money for my own wellbeing, even if its for work, and 3) as someone who has worked in startups and even founded one, I've both been in a position where I was expected to take on such expenses and expected others to do the same (at least as an initial matter[1]).
[1] The dilemma is that unless the purchaser faces some risk of incurring the expense themself, they're not as incentivized to consider the reasonableness of the purchase. The solution is either 1) requiring permission beforehand, or 2) hiring more mature employees who understand the nature of the dilemma and who have already factored this responsibility and risk into their negotiated compensation. The latter doesn't scale, though, which is why large organizations invariably regress to the former.
I decided long ago not to worry about such expenses because 1) the engineer in me hates this inefficiency and urges me to fix or work around it (depending on your perspective), 2) navigating bureaucratic red tape takes a personal toll, and as someone who is paid well I don't mind at all spending a trivial amount of money for my own wellbeing, even if its for work, and 3) as someone who has worked in startups and even founded one, I've both been in a position where I was expected to take on such expenses and expected others to do the same (at least as an initial matter[1]).
[1] The dilemma is that unless the purchaser faces some risk of incurring the expense themself, they're not as incentivized to consider the reasonableness of the purchase. The solution is either 1) requiring permission beforehand, or 2) hiring more mature employees who understand the nature of the dilemma and who have already factored this responsibility and risk into their negotiated compensation. The latter doesn't scale, though, which is why large organizations invariably regress to the former.