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Interviews – how to prepare

By Amy R York, on 23 February 2016

Hello interview invitation! At this point you will be feeling relief and excitement that you’ve been shortlisted, but dread and anxiety that you’re only halfway there, and now you’ve got to impress your chosen university face to face.

Go and accept your interview, then let the preparation commence…

Planning ahead:

• Remind yourself of your personal statement Why?  It is likely that you will be asked to explain or expand on parts of your personal statement, so try to think of possible questions they may draw from it. For instance, if you spoke about attending a summer school, they may ask you to describe an aspect you found most challenging.
• Look over the university website Why?  Degree programmes will often describe the type of student they are looking for on their webpage, either in the entry requirements or selection process section. For example, this is from our Law degree programme, “ Demonstration of your perseverance in past achievements (e.g. in your academic work), along with a strong, genuine and intelligent motivation for studying law, will contribute to your successful admission to UCL “.
• Prepare questions to ask the interviewer(s) Why?  This will show you are engaged and really interested. Don’t ask a question that could easily be answered by looking at their website, instead familiarise yourself with the content and modules of the degree programme, and see if there was anything not mentioned or something you would like more clarity on.
• Read through the invitation letter thoroughly Why? We know this point seems like an obvious one, but it is easy to miss details. You would hate to be surprised with a test or to learn that the interview will be all day and not just the morning. So read the invitation carefully – it may even ask you to bring certain documents or prepare for a task.
• Make fail-safe travel arrangements Why? If your smart phone fails you, could you survive? Probably not. So take note of the registration point and time, and then plan backwards. Use Google maps to plan your route, print the directions and have a look at Google street view so you know what the building looks like. Also ask yourself, will there be traffic? Is it worth staying in a hotel the night before? Is the interview taking place somewhere not on the main campus? It’s a good idea to take note of the interviewer’s name and contact details, just in case you are late and need to phone ahead.

On the day:

• Start right, end right This is a simple recipe for success – have a good night sleep, a decent breakfast (so you’re not distracted by a rumbling tummy) and remember to pack a bottle of water to keep hydrated, a pen and paper to take notes, and some cash for lunch and travel expenses such as a parking meter or bus fare. If you’re taking any documents, make sure they are in a plastic wallet or file to avoid them getting crumpled or dirty.
• What to wear?! If no dress code is mentioned, assume it’s smart casual. This means no jeans, trainers, open toe shoes or low cut tops. Boys could opt for smart trousers and shoes with a shirt and/or smart jumper, and girls could go for a dress or skirt/trouser and blouse combo with pumps or low heels. Don’t feel the need to go suited and booted unless it’s stated.
• Better to be early than late Allow yourself more than enough time to get there, as there will always be a cafe or canteen nearby for your to grab drink if you’ve got time to burn. You really don’t want to be hot and flustered or late to your interview.

So what’s it really going to be like? Hear from Dana Moss, a UCL English BA student:

Remember… interviews are two way – you’re interviewing the university to see if they are suitable for you, just as they are seeing if you are suitable for them. It’s also important to remember that the interviewers  want  you to do well; they are not trying to catch you out.

Other than that, you are going to be great! Just be yourself, and make sure to take the time to reflect on your interview afterwards, especially if you’ve got more interviews to come.

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Staff and non-staff expenses

• All UCL staff should submit expense claims using the iExpenses functionality in MyFinance.
• You will need a valid Project, Task and Award to submit the claim.
• You must already have access to the Project in the MyFinance system in order to submit the claim, your local finance officer will be able to set this up. 
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UCL registered students with a UK bank account should submit claims using the iExpenses functionality in MyFinance.

Guidance notes on this process are below:

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If the claim is to be paid into a non UK bank account, please use the relevant manual foreign bank form which can be found on our Forms relating to expenditure page .

External individuals

Anyone who is not staff or a UCL registered student must submit their expenses via the external visitor expenses service. The relevant UCL department needs to invite the visitor, via the portal, to register and use this service. Guidance on this is below.

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• Interview Strategies

Do Companies Pay for Interview Travel Expenses?

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When you are interviewing for an out-of-town job, the company may offer to pay your travel expenses—but it's also possible that they will not. 

When the job market is competitive, there are typically many applicants for every open position, so the company may easily get a sufficient volume of applicants who live in close proximity to the company's office or campus. In this case, you may only be given an interview if you are willing to personally foot the bills for your travel and hotel expenses.

When Companies Pay for Job Interview Travel Expenses

However, for top-level and C-level positions, many tenure-track jobs in academia, or jobs where the company needs to actively recruit candidates, there is much more likelihood that the employer will arrange for travel at their expense or reimburse all or some of your expenses.

Check the Job Listing

Before you apply for a job in a new location, double-check the job posting. It may specify that travel and  relocation expenses  are not provided. If that's the case, don't expect (or ask) the employer to pay.

Recruited Candidates

If you have been actively recruited by a company, as opposed to finding a job listing and applying yourself, you can expect the company to know where you are located and to cover the costs of interviewing you. This often happens when a company has hired an  executive search firm  or recruiter/“headhunter” to source the best talent for any given job.

For other applicants, the interview invitation you receive may mention that your expenses will be covered.

Asking for Reimbursement

Not sure who pays? If you don't have any information to the contrary when you are asked to travel for an interview, it is acceptable to ask if the company will be making the travel arrangements for you.

If they do not make travel arrangements, you can ask if there is a possibility of being reimbursed for all or part of the costs you incur to get to the interview. If the company will not be paying for any of your travel expenses, you can inquire about what stage of the interviewing process the company is at. If they're in early stages, interviewing a big pool of candidates, it may not be worth it to make the trip if your expenses aren't paid. In that case, you might decline the interview opportunity .

Alternatively, if you are deeply interested in the job but lack the funding to finance your own travel, you might also ask whether the employer would be willing to interview you through Skype or another online video chat service. Online interviews are more common nowadays, since they can save employers time and money while extending and optimizing their pool of top candidates.

Do keep in mind that if the company isn't paying your travel expenses to get to the interview, it probably won't pay to relocate you either. If you can't afford to move there if you were offered the position, that's another reason to decline the interview. Before relocating to any out-of-town or out-of-state job, of course, you should use  salary and cost of living calculators  to determine whether a significant move like this would be financially viable.

What Travel Expenses Are Covered?

The travel expenses that are covered depend on the company's policy. In some cases, all your expenses including airline flights, hotels, and meals are covered. Another common practice is for a company to pay for your lodging as long as you pay for your transportation. 

If possible, when a company is covering your travel expenses, aim to have the company arrange and pay for your travel. You don't want to wind up in a situation where you have an unsuccessful interview and are also struggling to get reimbursed for your travel expenses.  

For any reimbursable expenses—such as meals or your car service from the airport—keep your spending reasonable. This is not the time to splurge on meals. And, do not ask for reimbursement for alcoholic beverages. Do not ask to extend your stay so you can spend time with friends. Keep it professional.  

Potential employees are more likely to be expected to cover their own travel expenses for entry-level jobs and jobs for nonprofit organizations.

Job Search Tips When You're Moving

Need help finding a job when you're relocating? Review  ten tips for finding a job in a new city  when you're moving. If you’re on the ball and begin searching for a new job well ahead of your move to a new city, you may be fortunate enough to be hired by an employer willing to contribute to your moving expenses with a  relocation package .

Such packages may include transportation costs to find a new home prior to the relocation, household moving costs, real estate commissions for buying or selling a home, real estate closing costs, and/or job search assistance for a spouse or partner.

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Who pays for interview travel expenses here’s how (and when) to negotiate.

An out-of-state interview can be exciting—but costly. How do you ask the company to reimburse you for interview travel expenses without ruining your chances at the job?

Know Your Negotiating Power

There are no hard statistics on how many companies will reimburse travel expenses, because this practice often depends on how valuable you are to the business. “It’s more common for an employer to pick up the tab if the local candidate pool is more limited, which is often the case with senior and specialized positions,” says Alison Green of Ask a Manager in an article for U.S. News and World Report .

You should also consider who initiated the interview request. If you’re relocating to another city or want to stand out with a face-to-face meeting, you should be willing to foot the bill for your travel, says Dave Clemens, who writes for the Rapid Learning Institute’s HR Cafe Daily Post . If, however, you’ve already gone through several phone interviews and the employer wants to meet in person, they should be willing to reimburse you.

“If they’re asking you to travel on your own nickel at this point in the process,” Clemens says, “you’d have to wonder how committed they really are to hiring you. And if they ask you to come in but don’t mention who’s paying for travel, it’s certainly appropriate to bring it up.”

How to Broach the Question

Tailor your negotiation approach to your negotiating power. If the company approached you for a high-level position, for instance, it’s safe to be more bold than if you approached them. Suzanne Lucas, also known as Evil HR Lady , recommends saying, “I’d love to come out for an interview. What’s the process for travel reimbursement?” Phrasing the question this way, she says, “makes it seem like it’s obvious that you are a candidate who deserves to be reimbursed.”

If, however, you’re applying to a job posting for a midrange position and competing with in-state candidates, you should ask conservatively. Marc DeBoer, former corporate recruiter and headhunter and founder of A Better Interview , recommends striking a balance between “straightforward and polite” by asking, “Do you have a reimbursement policy for travel?” This phrasing makes you sound confident and to the point without coming across as entitled or greedy.

Not sure how much power you wield? Play it safe and stick to the conservative approach.

What if They Say No?

How you handle a negative response is also largely dependent on your negotiating power. “If you’re a really strong candidate, you can just walk away and sometimes [the company will] come back with funds,” Lucas says. “The higher the job you are applying for, the more likely this is to happen.”

Your response also depends on how much you want or need the job, and whether you’re willing to risk taking a hard line on this particular issue.

DeBoer advises against pushing the subject of interview travel expenses, and not just to avoid turning off a potential employer. “There are bigger negotiations you should want to have, such as bonuses, compensation, and paid time off,” he says. “Pick your battles based on what’s important to you. You may get $500 back for travel, but if you negotiate a bonus, you could get $5,000.”

Alternatives to Travel

Today’s technology provides myriad ways to interview for an out-of-state job besides showing up in person. It’s perfectly acceptable to suggest a phone screening or initial Skype interview to make sure you’ll be a good fit for the position before either you or the company goes to the expense of getting you into their offices.

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Travel expenses for a job interview : 3 things to know

Côme Chenivesse

Mobility product manager

Updated on 07/08/2023

• Travel Expenses
• Job interview

You’ve landed a great job interview, but it’s in another city! You might be just out of university or simply keeping an eye on your outgoings and the travel costs of getting to the interview may be enough to make you think twice. Occasionally, a company will make it clear in their pre-interview documentation that they will cover candidates’  travel expenses . These expenses can include accommodation, transport, food and drink. Here is an overview of how to go about asking for reimbursement of travel costs.

Where do you need to go and how will you get there?

The   job   interview   may be in another part of town, in which case you may be able to walk or get inexpensive public transport. In this case, the costs of getting to the interview are probably similar to the everyday costs of commuting to work and are unlikely to be borne by the potential employer.

However, the job interview may be in another city that is several hours away. Depending on the time the interview is scheduled and relevant transport timetables, you may find you need hotel accommodation and   meals   in order to attend the interview.

Even when the interview is in another city, there are lots of different ways to get to your destination. Cities are generally well served by good, inexpensive public transport networks (train, bus, tram). You may also be able to use your own car or have a friend drive you to the interview. Sometimes, a domestic flight may be the cheapest form of transport.

If you are intending on asking for your travel expenses to be reimbursed, you should probably consider the most cost-effective way of getting to the interview. The company may look more sympathetically upon a request for an economy-class train ticket or bus ticket than the cost of a first-class flight and taxi! 

Remember that   train tickets and airfares   are zero-rated for value added   tax , so you can’t claim back   VAT   on them.

In some cases, the   company themselves will organise the travel , as they may have competitive deals with partnering travel firms and hotels. So, make sure to check before booking any transport or accommodation.

Should I ask for my travel expenses to be reimbursed? 

First things first, you need to find out what the   company’s policy is regarding travel expenses   and the level they will cover. Check all written correspondence from the company, including emails, to see whether travel costs have been mentioned. Read through the job description or application documents as well as any information online about the job. Try a simple online search to see if anyone has ever mentioned the company and travel expenses.

You may already know the answer to your question after doing this preliminary research. If you decide you can’t afford to travel for the interview, get in touch with your contact person at the company and explain your situation. You may want to look at some of the alternatives we mention in the chapter below.

If the company does not seem to have a clear policy, or if the subject has never been mentioned, you should probably approach the company to ask whether your travel expenses will be covered.

How can I ask for my travel expenses to be reimbursed?

The best way to do this is to contact the person who has been in touch with you to arrange the interview. This is likely to be someone from the human resources department.

Write an email

Compose a polite,   professional email . Draft a concise subject line, such as “Request for information on travel expenses”. Start with “Dear Ms/Mr …” if you have the name of the individual. If you are addressing a generic email address, use “To Whom It May Concern”, or research the company’s HR department online to find an appropriate individual. 

Keep your email short and to the point. Introduce yourself by your full name and mention the specific job title and date of the interview. Use a neutral, clear phrase such as “I am writing to inquire about your company’s policy regarding travel costs for attending an interview”. 

Finally, make sure to end your email with your full name and contact details (including a phone number). You may also choose to end on a positive note, saying how keen you are to meet with them.

Phone the company

If you prefer to call the company, make sure you are in a   quiet place   where you are unlikely to be disturbed by background noise or unprofessional interruptions. Prepare what you are going to say beforehand.

Introduce yourself, using your full name and say that you have an upcoming interview for a specific position. Ask to be put through to someone who deals with the company’s travel expenses policy.

Stay polite and professional at all times, even if the answer is a clear no. Thank them for their time and give yourself time to think it over before taking the next step. 

Alternatives to claiming back travel expenses 

If the company refuses to cover travel expenses for your job interview, you need to think   carefully about your alternatives . Covering your own transport costs may be a good investment if you are likely to get the job of your dreams, especially if you are just out of university! However, if it is a real sticking point, it might be worth asking the company if they will consider alternative interview methods.

Since   COVID-19 , we have all become more accustomed to using video conferencing and the phone to conclude business arrangements that would previously have been conducted face-to-face. A job interview is no different! Don’t hesitate to ask whether it would be possible to conduct the job interview by video or over the phone.

If your request is accepted, make sure you are prepared for the interview with a stable internet connection, a professional background (plain or office-like), and make sure that you are in appropriate business dress, as if you were attending the interview in person.

Would you like to know more about how we could help you keep track of travel expenses and refunds? Want to know how to incorporate meal allowances and other expenses arising from a job interview? Get in touch with Mooncard  for a free demo   and a no-obligation chat about how we could help.

Côme Chenivesse is currently Product Manager Mobility at Mooncard, having previously worked at L'Argus, Nissan and General Motors. He has extensive product management experience in the mobility and automotive sectors.

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If you have been referred for NHS treatment by your doctor or dentist, and you are on a low income or receive benefits, you may be eligible for help with the cost of travelling from your home address to your appointments.

Please visit  the NHS website  where a list of eligible travel expenses can be viewed, or contact the relevant Cashier’s Office. See below for locations and opening time. Please note that as set out on the patient travel claim form, all claims for escorts and taxi fares will only be reimbursed if required on medical grounds and must be approved by the clinic on the attendance slip. Claims that do not reflect the cheapest suitable mode of transport for your circumstances may be rejected by the clinical team.

PLEASE NOTE: The Cashier’s Offices at University College Hospital is currently closed.

Patients claiming travel expenses for University College Hospital can either send a claim in to the cashier by post or claim at your next appointment.  To claim by post patients should complete the  attached form . The completed form and relevant documents should be submitted by email to:  uclh. enquiry. treasury @nhs.net  

Any members of staff wanting to collect a travel warrant should contact the UCLH Charities directly.

Cashier's office locations and opening times:

Ground floor, 235 Euston Road

National Hospital for Neurology and Neurosurgery and Royal London Hospital for Integrated Medicine;  open 10.00 – 16.00 Monday - Friday ​​​Ground floor of the Royal London Hospital for Integrated Medicine Telephone: 020 344 88870/88941

Telephone: 020 3456 3006

Click here to download our 'Help with travel costs' information leaflet

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Travel Reimbursement Terms and Conditions

Did you know that we offer a reimbursement to support you with travel expenses? If you are based in the UK and live more than 20 miles away from the University you could claim back up to £100 depending on your location.

Below are our Terms and Conditions. Please note, on average most claims will be processed within 4-6 weeks.

University of Sunderland Open Day Travel Reimbursement Policy Terms and Conditions

1. background principles.

These Terms and Conditions apply to the University of Sunderland Open Day Travel Reimbursement which is available to students who attend an on-campus Open Day event from 1 September 2022 – 31 July 2024.

The University of Sunderland’s Open Day Travel Reimbursement aims to provide a financial contribution towards travel costs incurred by students who reside more than 20 miles away from the University of Sunderland (SR1 3SD or SR6 0DD or SR6 0AN). The reimbursement is offered as part of our commitment to ensure that students who wish to attend Open Day events can do so, therefore enabling them to make an informed decision on where they wish to study.

• Undergraduate Open Day Saturday 8 June 2024
• Postgraduate Open Day Saturday 8 June 2024

2. Eligibility

To receive the travel reimbursement:

• Students must pre-register for an on-campus Open Day
• Students must attend one of the identified eligible Open Days at the University of Sunderland, which they have registered for
• Students must have checked in on the day with a member of the Open Day team
• Students must have travelled more than 20 miles from their home address (one way) registered on our CRM system to the University of Sunderland City Campus (SR1 3SD) or Sir Tom Cowie Campus at St Peter’s (SR6 0DD) or Wearside View (SR6 0AN), depending on the event location
• Students must live within the United Kingdom

The following groups are not eligible:

• Current University of Sunderland students
• Students attending any other type of visit/event (e.g. campus tour, individual tour, School/college visit)
• Students who have not travelled more than 20 miles (one way) from their home address to the University of Sunderland City Campus (SR1 3SD) or Sir Tom Cowie Campus at St Peter’s (SR6 0DD) or Wearside View (SR6 0AN)
• Guests are not eligible to claim the travel reimbursement.
• To claim the University of Sunderland Open Day Travel Reimbursement, students must complete the Travel Reimbursement Form and return to [email protected] with proof of ID and relevant travel documents displaying the price OR visit the Travel Reimbursement Desk at the Open Day to complete the form with proof of ID and relevant travel documents displaying the price.
• The amount received will be the amount paid for standard class coach or rail fare, or mileage at the applicable rate up to the maximum amount in the relevant band, dependent on the distance travelled. Mileage will be calculated at 45p per mile for journeys below 149 miles (return) and 25p per mile for journeys in excess of 149 miles return. Travel is calculated using the fastest route.
• Students must send or bring a form of ID and proof of address with their travel form. Acceptable forms of ID include a bank card, student card, driving licence, or passport.
• Students must send or bring a copy of their bus/rail/coach/air/ferry tickets if applicable, displaying the price.
• If claiming for bus/rail/coach/air/ferry travel the location start point will be matched against the student’s proof of address.
• For those students who have stayed overnight, we will consider this as part of their claim, given the value is within their eligibility bracket.
• Prospective students can only claim for either a travel ticket or mileage to the open day, they cannot claim for both.
• For students who have incurred parking costs off-site as a result of being unable to park on campus, you can claim for these charges, as long as you have photographic evidence of payment and the reimbursement is within the relevant threshold.
• The claim will only be processed once attendance at the Open Day has been verified by Home Student Recruitment.
• The student must enter their own bank details onto the form. If the bank details do not match the student’s name on the form, the payment cannot be processed.
• Claims can be submitted up to two weeks after the event has passed. Any claims submitted after this date will not be processed.

Please note forms can be filled in and submitted in advance however these will not be processed until attendance has been confirmed at the Open Day that the submission is for.

4. Value of the reimbursement

Value of award – up to £100.

Number of awards – unlimited (Limited to 1 per person).

Composition of award:

• When the distance between the travel/home postcode and the University postcode is 0-19 miles (one way), the travel bursary amount will be £0
• When the distance between the travel/home postcode and the University postcode is 20-69 miles (one way), the travel bursary amount will be up to £30
• When the distance between the travel/home postcode and the University postcode is 70-149 miles (one way), the travel bursary amount will be up to £50
• When the distance between the travel/home postcode and the University postcode is 150+ miles (one way), the travel bursary amount will be up to £100

Every effort has been made to ensure that all details about the Open Day Travel Reimbursement are correct at the time of writing. The University of Sunderland has the right to withdraw or amend the Open Day Travel Reimbursement at any time.

The University will not be deemed to be in breach of any Terms and Conditions due to changes to eligibility criteria, or other circumstances beyond the reasonable control of the University. It should therefore be noted that these conditions are regularly reviewed and are subject to change from time to time. The University’s decision in relation to the payment of the Travel Reimbursement is final.

University of Sunderland Applicant/Offer Holder Events and Interview Travel Reimbursement Policy Terms and Conditions

These Terms and Conditions apply to the University of Sunderland Applicant/Offer Holder Events and Interview Travel Reimbursement which is available to applicants who attend an on-campus Applicant/Offer Holder event or Interview event from 1 September 2022 – 31 July 2024 for entry 2023/24 and 2024/25.

The University of Sunderland’s Applicant/Offer Holder events and Interview Reimbursement aims to provide a financial contribution towards travel costs incurred by applicants who reside more than 20 miles away from the University of Sunderland (SR1 3SD or SR6 0DD or SR6 0AN). The reimbursement is offered as part of our commitment to ensure that applicants who wish to attend Applicant/Offer Holder events and Interviews are able to do so, therefore enabling them to make an informed decision on where they wish to study.

• Applicants must book a place on an applicant/offer holder event or interview
• Applicants must attend their applicant/offer holder event or interview
• Applicants must have checked in on the day with a member of the Home Student Recruitment team
• Applicants must have travelled more than 20 miles from their home address (one way) registered on our CRM system to the University of Sunderland City Campus (SR1 3SD) or Sir Tom Cowie Campus at St Peter's (SR6 0DD), dependent on the location of their applicant day or interview
• Applicants must live within the United Kingdom
• Current University of Sunderland Students
• Applicants who have not applied for a full-time, undergraduate, or PGCE course at University of Sunderland, Sunderland Campus
• Applicants who have not travelled more than 20 miles (one way) from their home address to the University of Sunderland campus (SR1 3SD) or Sir Tom Cowie Campus at St Peter’s (SR6 0DD), depending on the event location
• To claim the University of Sunderland Applicant/Offer Holder Events and Interview Travel Reimbursement, students must complete the Travel Reimbursement Form* and return to [email protected] with proof of ID and relevant travel documents displaying the price or visit the Travel Reimbursement Desk at the Applicant/Offer Holder event or the registration desk at your interview to complete the form with proof of ID and relevant travel documents displaying the price.
• Students must send or bring a copy of their bus/rail/coach/air/ferry tickets if applicable, displaying the price .
• If claiming for bus/rail/coach/air/ferry travel the location start point will be matched against the student’s registered address on our CRM system.
• Prospective students can only claim for either a travel ticket or mileage to the applicant events and interviews, they cannot claim for both .  
• The claim will only be processed once attendance at the applicant event/interview has been verified by Home Student Recruitment.
• The student must enter their own bank details onto the form . If the bank details do not match the student’s name on the form, the payment cannot be processed.

Please note forms can be filled in and submitted in advance however these will not be processed until attendance has been confirmed at the applicant day or interview that the submission is for.

*You can request a copy of the Travel Reimbursement Form by emailing [email protected]  or collect a form on the day of your applicant or interview event.

4. Value of the Reimbursement

Every effort has been made to ensure that all details about the Applicant Day/Offer Holder events and Interview Travel Reimbursement are correct at the time of writing. The University of Sunderland has the right to withdraw or amend the Applicant Day/Offer Holder events and Interview Travel Reimbursement at any time.

Published: 7 February 2024

Guidelines to Create an Effective Candidate Travel Reimbursement Policy

In this Article

First impressions are everything - especially when it comes to attracting new talent!

Today, candidates are ready to travel just for the job interview, but a hitch in your expense reimbursement process can create doubts. One wrong move and it can create the impression that your company isn't serious about scale. On the other hand, if you can provide your candidates with excellent hiring experience, it can be an added advantage. 

Providing candidates with a seamless hiring experience goes beyond just promising them travel and expense reimbursements. Your company should also be able to offer a modern and prompt expense reimbursement process to help build your case. Your business can achieve this with the help of an expense management software .

In this article, we focus on candidate travel reimbursement and its importance. Additionally, we look at some quick tips on how to effectively enforce these expense policies.

Why Is a Candidate Travel Reimbursement Policy Important?

Finding good talent is tough. Hence, businesses are actively blurring boundaries when it comes to hiring the right candidates. While some businesses open up to freelancing opportunities others encourage candidates from different cities to apply for their job openings. 

Choosing to reimburse or not can limit your applicant pool . If a candidate is aware that the expenses incurred while traveling for an interview are reimbursable, he/she will be encouraged to take up the opportunity. Having a clearly communicated candidate travel reimbursement policy can also help build trust.

A candidate who’s traveling for an interview is taking time from their regular schedule to do so. Hence, providing them a seamless hiring process speaks leaps and bounds about your company culture. Additionally, having a good or bad interview experience can also affect their decisions.

Out-station candidates often have queries regarding procedures concerning travel and expense reimbursements. Having a clear and crisp candidate travel reimbursement policy can help answer questions like:

• Does your company provide expense reimbursement for travel?
• How much can the candidate spend on specific categories?
• How long does the reimbursement process take?
• What are the reimbursable and non-reimbursable expenses?
• When should the candidate submit an expense report ? 

SUGGESTED READ:

A comprehensive guide to Travel and Expense Policy

How to Draft a Candidate Travel Reimbursement Policy?

A good candidate travel reimbursement policy should communicate and clarify all doubts regarding expense reimbursements. Here are some critical pointers your travel and expense policies must address:

• Spend limit for transportation, meals, accommodations, and other reimbursable items
• Identify and itemise reimbursable and non-reimbursable expenses
• List down all the responsibilities of the company and the candidate

Pro-tip: Candidates should be made aware of the expense reimbursement workflow that your organisation uses. This includes when and how to report business expenses .

Your Policy Should Be Upfront and Transparent

Being straightforward with your travel and expense reimbursement policy can avoid confusion and awkward communication between stakeholders. Ensure you address your candidates about all the necessary details concerning your expense reimbursement policy before the interview. Remember, being honest helps the applicant build trust and a relationship with your company.

Some companies cover expenses on multiple categories while others on just a select few. 

• If your business prefers paying only for airfare and meals, your expense reimbursement policy should be explicit about it. This way, the candidate is aware of what arrangements they need to make for themselves. 
• Also, if a candidate is required to submit proof of expenses such as receipts, candidates should be made aware before they begin traveling. This gives them prior knowledge to handle receipts with care rather than discard them away.  

Make the Reimbursement Process Concise

A candidate may be unaware of how the expense reimbursement process works in your company. Hence , your reimbursement process must be as clear and concise as your policies. 

Expense reporting should be an effortless task for all the stakeholders involved. For this, finance teams or the respective hiring teams should inform candidates about the expense reimbursement process and how long it takes for reimbursements to come through.  

1. Identify and adopt ways on how to keep candidates in the loop in case of unforeseen delays.

2. Avoid keeping candidates in the dark; this reassures them that you will reimburse their expenses.

SUGGESTED READ: Five ways to make expense reporting easier for employees

How Can Fyle Help With a Candidate Travel Reimbursement Policy?

The candidate travel and expense reimbursement process is a vital part of expense management. Having a robust policy in place can help the process run smoothly. Fyle automates the entire expense approval process while also providing a layer of security and transparency to all submitted expenses.

A new age Expense Management Software like Fyle also empowers businesses to manage their candidate travel reimbursements effectively. Here’s how:

• Expense reporting becomes easier for candidates without having to fill or send report forms physically.
• Fyle helps automatically detect and prevent expense report fraud .
• Businesses can effectively enforce reimbursement policies in real-time.
• Finance teams can stay assured that candidates are compliant.
• Teams can avoid having awkward interactions with applicants in case of overspending.
• Fyle ensures submitted expense reports come with all supporting documents for easy expense report approval.  
• A streamlined and well-documented approach ensures lesser back and forth and quicker expense reimbursements for candidates.
• Candidates can identify the stage of their expense approval to get clarity regarding their expense reimbursements.

We promise to make expense reporting a breeze for both your potential and current employees! Schedule a demo today and bid goodbye to all your expense management woes.

Akhono Seleyi

Akhono turns beautiful data into digestable stories. When she’s not at her desk writing, you can be sure she’s busy pinning designs for her dream house in Pinterest.

How to Create an Effective Candidate Travel Reimbursement Policy

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Interview Travel Expenses: How to ask for a refund + sample letter

Nicola Pilz

In this article you’ll learn:

• When the travel expenses are not reimbursed (the exceptions and peculiarities)
• Which costs are reimbursed
• What should be included in a request of reimbursement

Applicant Question: Does it make a bad impression if I ask for a refund?

For Karim, the first interview went really well. The 100 EUR spend for the train ticket was well invested : The atmosphere in the company was good, the head of research & development took an extra 2 hours and then took him on a tour through the company. When Karim left, the manager said that he would get in touch with him. But that took almost 6 weeks. No one said anything about reimbursing the travel costs. Recently, Karim received an invite to a second face-to-face interview. The question now is, what about the travel expenses? May Karim ask the company about it or does it make a bad impression?

Reimbursement of interview travel expenses by law

According to section 670 of the German Civil Code (Bürgerliches Gesetzbuch) , the applicant has a legal right to be reimbursed by the employer for the funds spent on the interview.

If a job applicant is invited to an interview, the employer as a rule has to reimburse the expenses which the applicant could deem necessary given the circumstances.

Listen to the podcast episode if you don’t like to read (or you want my voice in your ear while you read) :

In this respect, there is no difference in how the applicant found out about the job. Irrespective of whether it was through a personal recommendation or an advertisement for a job. Even if you have applied to a „lemon company“, i.e. because you simply want to exercise interviews, you are entitled to reimbursement of costs.

The crucial factor for the right to claim a refund is when the employer has expressly invited the applicant to an on-site interview.

Exceptions and peculiarities

#1: employers may avoid paying.

The employer has the possibility to exclude the reimbursement of the interview costs.

The prerequisite for this is that the employer notifies the candidate of this fact when calling him or her to the interview.

In some cases, companies mentioned in the job advertisement that they will not pay the costs. This renders the legal claim invalid.

#2: Employers may limit the costs

Some companies have simplified and streamlined the matter of travel expenses.

Usually, it is common to state certain upper limits. Frequently, the rail ticket amounts to the applicant’s place of residence are taken as a reference. In most cases, the restriction applies that only second-class travel is permitted. If the applicant chooses instead to take the car, the train ticket price is taken as the upper limit.

What actually happens in practice is that the company’s generosity increases the higher the position. If an important position that is difficult to fill is advertised, the chances increase that the costs for hotel and meals will also be covered by the potential employer. Even graduates I know of have flown quite a lot across Germany during their application phase

#3: Candidate fails to keep the interview

Shit happens. They happen even in scheduling such important meetings as an interview. A train is delayed due to a personal injury. Buses in the city take an interminably long time as there are several construction sites in the city. This may happen to all of us. Well, at least I was once stuck in a train heading in the opposite direction 🤣.

When something like this happens at an interview appointment, this is just plain nasty. On the one hand, it creates an unreliable impression of the applicant. Secondly, it’s probably impossible for the company to respond in a flexible way to a two-hour delay. This is true even more when the whole afternoon is planned out with interviews.

Note: The company isn’t obliged to reimburse the costs of the interview that can no longer take place.

#4 Attention with Zeitarbeit (temporary employment agencies)

„Pure“ temporary employment agencies conduct interviews with the aim of hiring the applicant themselves. In this case, the company is the potential employer and obliged to reimburse travel costs.

The problem is, though, that many are mixed service providers who do both temporary work and headhunting or placement or work as a „Personalberatung“. Sometimes it’s really difficult to figure out from the outside. To avoid misunderstandings, it’s best to ask beforehand.

My recommendation is you ask “formlos”, but in writing. Then the company will have to respond to you in writing as well. Then you have documentation for your records in case any misunderstandings occur later on.

German term „formlos“

„Formlos“ is a term used in communication with authorities. It literally means “no form required” but you may choose how to write. With a company, you may ask in a simple email. With authorities, however, it must necessarily contain the personal data required by the recipient. The place and date, the address of the recipient, and a subject are also useful. A signature should not be missing.

#5 Attention with Headhunters (Personalberatungen)

Headhunters work on behalf of the company looking for experienced professionals with a special profile.

Headhunters work on behalf of their company clients, they do not hire candidates themselves. In practice, different arrangements are common. Sometimes the headhunter pays the travel costs, sometimes the hiring company pays, or payments are excluded altogether. There’s room for maneuver here, it’s a grey area. To avoid misunderstandings, clarify the type and extent of travel expense reimbursement with the company in advance.

What costs exactly are covered?

Unless otherwise agreed, according to the regular case law of the labor courts, all travel expenses that the applicant was entitled to consider necessary are reimbursable.

Let us look at the standard case. Usually, we talk about the cost incurred for your transport from your place of residence to the place of the interview. The costs for both the journey there and back to your place of residence will be covered.

Naturally, you want to avoid inflating travel costs on your own authority and without consulting your employer of choice.

Train, metro, or bus

If your current place of residence and the prospective place of work are far apart, the potential employer must pay the ticket costs for the train journey. This is usually a 2nd class ticket.

First-class travel only has to be paid for in the case of outstanding positions where the applicant can expect to travel in keeping with his or her rank.

If you travel by car, you can basically charge the actual costs incurred. However, it is not easy to determine and prove these costs in individual cases.

Therefore, it is currently customary to charge EUR 0.30 per kilometer traveled. This applies to the outward and returns journey.

The company’s location is not always close to a bus stop. Or there may be no bus at the time of your interview. In such cases, take a taxi and have the costs reimbursed. Usually, the HR department will notify you of this beforehand. Or simply ask if there is a bus connection they can recommend to you. If not, your only option is to take a taxi. Another option is for the company to organize someone to pick you up or give you a lift. Simply ask beforehand, so you prove to be well-informed as well as willing to cooperate.

Flight / Overnight stay and accommodation costs

Costs for accommodation and meals may also be incurred. This is the case if the applicant cannot arrive and depart within one day.

Or because the selection procedure is lengthy, such as in the case of assessment centers that last several days. The company is then obliged by labor law to pay for these as well.

In any case, please consult with the inviting company beforehand. However, it’s usual for the company to inform you about this with the invitation. After all, you have to budget for it. Larger companies might book a room for you in a hotel with which they have special contracts and get a bulk discount.

How to claim travel expenses?

Reimbursement will be made after the interview. There are these two options:

#1: The company informed you along with the invitation

Super, if you have already received information about the reimbursement of costs with the interview invitation.

You probably got a form already. Everything is listed here in detail: Contact person, the details, and whether a copy of the original ticket should be enclosed.

#2: The company did not say about refund

That’s fine. All you need is a written invitation to the interview. Then, once the interview is over, you have the right to request reimbursement of costs. As a rule, you can only submit a claim for costs that you can prove by a receipt.

This can be done „formlos“ when you get back home. As far as I know, even though I am not a lawyer, the claim only becomes time-barred after three years.

Thinking about the best timing of the request for a refund, I believe it would be best after a refusal. Well, at least if the company didn’t hand you a form for the refund in the first place.

Things to include in the travel expenses statement

If you write to the company asking for a refund (see template), I would always enclose a copy of it but keep the original.

• Specification of places: In this case, the direct journey from your place of residence to the place of employment applies, i.e. the outward and return journey. Should you have visited a friend in between, these diversions will not be reimbursed.
• Flat rate per kilometer: Currently, the standard rate is 0.30 EUR per kilometer traveled. Again, this applies to the outward and return journeys.
• Parking tickets: are also reimbursed if you can enclose the original ticket receipt. It makes more sense to go to a multi-story car park instead of choosing a parking space where you pay digitally with your mobile phone.

Train, metro, bus, taxi

• Where did you get on and where did you get off?
• What is the amount of the ticket(s). As a rule, the original ticket is required. (Please make a copy or scan of it).
• Drinks and snacks on the way will only be paid for in exceptional cases (if you are really on the road the whole day). Be sure to clarify this with the HR department beforehand).
• If you needed to take a cab or Taxi, then state the amount and enclose the driver’s receipt.

Accounting for travel expenses is an administrative task of the HR department. They are available to answer any questions you may have. The invitation to the interview already gave you a contact person who you can talk to if you have any questions.

Refund of travel expenses by Agentur für Arbeit

If you live in Germany and are registered with the employment agency , you can apply for reimbursement of costs, conveniently done v ia online upload . However, this is only possible if the application is submitted before the interview date.

The Employment Agency may also offer its services to individuals who have not yet worked in Germany. Financial assistance in the form of unemployment benefits can only be granted if a person has been working in Germany for at least 12 months.

The Employment Agency may also cover 100% of the costs for a Guiding & Coaching program by me, even if you haven’t yet any work experience in Germany. If you want to learn more, book a free call with me .

Bottom line

Applicants are in a weaker position vis-à-vis companies. For this reason, the law stipulates that the expenses for a written invitation to a personal interview must be borne by the inviting company.

If in doubt, I highly recommend contacting the company’s human resources manager before the interview to confirm that the costs are covered by the company.

Please take into account that the reimbursement to your account may take some time.

FAQ about the reimbursement of travel expenses

You thank them very much for the conversation. That you enjoyed it. And you ask who you can send the travel expenses to. Then use the sample letter to request to pay you back your expenses.

No, absolutely not. It’s a common procedure. It doesn’t reflect badly on you simply because it’s a matter of right. You’re not improving your situation as an applicant by not having the reimbursement. Remember that the application stage is costly and involves a lot of work for you.

The reimbursement of travel expenses is an administrative process and has nothing to do with any personal feelings. Also, it has nothing to do with gratitude or unthankfulness. No need to feel uncomfortable, nor it’s a sign that you can’t afford the journey from your own resources. Submitting a request for reimbursement is standard. Your manager probably even doesn’t know that you have waived it.

That’s a bit of a philosophical question because you couldn’t care less. But if you’re curious, let me offer these two explanations:

First: The company probably didn’t even think about it. Or the person responsible for the invitation probably didn’t think about it. Some companies don’t have a human resources department dedicated solely to recruiting. But it doesn’t change the fact that they will reimburse you immediately. That won’t make the company go bankrupt.

Second : The company simply doesn’t think it’s their job to tell you about it 😁. Upon your request, the company will of course reimburse the costs. But if you don’t make a claim, they won’t cry either.

No, that is not the case. Compensation for a day of leave taken by the applicant for the interview, on the other hand, does not have to be paid.

No way. It’s totally irrelevant for the question of reimbursement of costs whether an employment relationship actually comes into being.

Claim your travel expenses no matter what. It doesn’t matter at all why you don’t sign the contract.

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Nicola is a German job market expert and a strategist for getting into a job. With MyJob Germany she helps international professionals to align with the German job culture and better their career.

4 Antworten zu „Interview Travel Expenses: How to ask for a refund + sample letter“

If a student used semester ticket (nearly 300euros for 6months) to travel to a job interview, then will he get a reimbursement for the whole semester ticket, partial or nothing?

Well, that’s a nice idea for a little student extra income 🙂 Joking aside, I just had to think about why this „cross-calculation“ strikes me as so odd. Now, my explanation, guess it’s related to the „polluter pays“ principle: companies are only responsible for the consequences of their own actions. Likewise, you’re accountable for your decisions (to study and pay semester fees). If you suffered costs by the company invitation, yes, then they would reimburse you. But hey, you’re not actually suffering any sort of additional costs for this interview. So, no need to refund you. Danke dir für die Frage 🙂

I recently received an invitation from a company I applied to and they invited me to a meeting at their company.

As I live a total of 2 hours away ( with the ICE) from the company, I kindly asked them for support in terms of transport costs. And of course, I expressed that I would be happy to meet at their office whether they would cover the cost for me or not.

After reading my email, the meeting was completely canceled due to an unexpected project change last week, which makes no sense since they confirmed the invitation last Friday at 2pm and canceled our meeting the next Monday after seeing my request.

It’s pretty obvious that they canceled my meeting because of travel expenses.

Is there anything I can report somewhere in Germany?

Thank you very much for your help!

Kind regards, Lou

Hallo Lou, perhaps you don’t know about the „Deutschlandtickets“ for 49 EUR per month or haven’t used it yet as a student. It’s currently the most cost-effective form of travel. In doing so, you show that you think economically and act in the interests of the company, saving it the expensive ICE fares. If you care about the company, write to the recruiter with a charming message and say that you now know that your Deutschlandticket is valid even on long distance travel and that you would be happy to come on another day. Good luck!

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