Interview Reimbursement Policy Template

In today’s competitive talent market, offering an interview reimbursement policy can help remove financial barriers for candidates, demonstrate a company’s professionalism, and improve the overall candidate experience. Whether you're flying candidates in for onsite interviews or asking them to pay for parking, those costs can add up — especially for jobseekers who are actively interviewing at multiple companies.

Providing clear guidelines around what expenses will be reimbursed, how candidates can submit their claims, and what the timeline for reimbursement looks like not only builds trust but also signals respect for candidates’ time and financial investment in your hiring process.

What an Interview Reimbursement Policy Should Include

To make sure your interview reimbursement policy is effective and candidate-friendly, it should cover:

• Policy scope and eligibility: Clarify who is eligible for reimbursements and under what circumstances (e.g., in-person interviews only, final-round candidates).
• Covered expenses: List the types of costs that are eligible for reimbursement — such as flights, hotel accommodations, mileage, parking, meals, or public transit.
• Excluded expenses: Be transparent about costs that will not be reimbursed (e.g., luxury hotel upgrades, alcohol, personal travel).
• Expense limits or thresholds: Set reasonable caps on specific items (e.g., maximum hotel nightly rate, per diem for meals).
• Submission process: Outline how candidates should submit receipts, what documentation is needed, and the timeline for doing so.
• Reimbursement timeline: Let candidates know when they can expect to be reimbursed.
• Point of contact: Identify who candidates can reach out to with questions or concerns about reimbursements.
• Legal and tax considerations: Explain how reimbursements will be issued and whether any documentation (like a W-9) may be required for processing.

Purpose of the Interview Reimbursement Policy

This policy is designed to:

• Create a transparent, fair, and consistent process for reimbursing candidates who travel for in-person interviews
• Promote a positive candidate experience and equitable access to job opportunities
• Minimize confusion and administrative delays by standardizing the reimbursement process
• Reduce financial strain on candidates who may otherwise be unable or hesitant to attend in-person interviews
• Reflect the company’s values of fairness, respect, and inclusion throughout the hiring journey

Interview Reimbursement Policy Template

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1. Overview

To ensure equitable access to interview opportunities and reduce financial burden on candidates, we offer reimbursement for certain out-of-pocket expenses incurred during the interview process. This policy applies to eligible candidates traveling to attend in-person interviews as outlined below.

2. Eligibility

Candidates are eligible for reimbursement if they:

• Have been invited to participate in an onsite interview at our request
• Have received prior approval from a recruiter or hiring manager for travel arrangements
• Submit required documentation (outlined in Section 6) within the designated timeframe

This policy applies to candidates interviewing for full-time or part-time employment. It does not apply to individuals interviewing for internships, temporary contracts, or vendor roles unless otherwise specified.

3. Covered Expenses

We will reimburse the following reasonable and pre-approved expenses:

• Transportation:
  • Airfare (economy class only)
  • Train or bus fare
  • Rideshare services, taxi fare, or public transportation
  • Mileage for personal vehicle use (based on IRS or local government reimbursement rates)
  • Parking and tolls
• Lodging:
  • One night of hotel accommodation for candidates traveling from out of town, capped at $200 per night unless otherwise agreed upon
• Meals:
  • Up to $50 per day for meals during travel, not including alcohol
• Other:
  • Visa fees (if applicable and pre-approved)
  • Childcare expenses for the duration of the interview, up to $75 per day (if applicable and requested in advance)

4. Excluded Expenses

The following expenses are not eligible for reimbursement:

• First-class or upgraded travel arrangements
• Personal travel costs or extended stays
• Mini-bar, alcohol, or in-room entertainment
• Airline change fees or late booking penalties (unless caused by us)
• Travel insurance
• Companion travel
• Lost baggage or incidentals
• Unapproved expenses

5. Expense Limits

All expenses are subject to the following maximum thresholds:

• Airfare: Economy class fare only
• Hotel: $200/night cap (unless otherwise agreed)
• Meal per diem: $50/day
• Mileage reimbursement: Current IRS mileage rate or local equivalent
• Childcare: $75/day

Reimbursement amounts above these limits will not be processed unless explicitly approved in writing by the People team prior to booking.

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6. Submission Process

To receive reimbursement, candidates must:

1. Submit a completed reimbursement form (provided by the recruiter or HR contact)
2. Include itemized receipts for all expenses
3. Submit documentation within 14 days of the interview date

All documents should be submitted electronically to [insert email or platform] with the subject line: “Interview Reimbursement – [Candidate Name]”

Incomplete or late submissions may result in delayed or denied reimbursement.

7. Reimbursement Timeline

Once all required documentation has been submitted, reimbursements will be processed within 30 business days. Funds will be disbursed via direct deposit, PayPal, or mailed check based on the candidate’s preference and location.

In some cases, tax documentation (such as a W-9 for U.S. candidates or an equivalent tax form for international candidates) may be required before reimbursement is issued.

8. Point of Contact

For questions about this policy or the reimbursement process, candidates may contact:

[Insert name][Insert email address][Insert phone number]

Our recruiting team is happy to assist with pre-approval of expenses or provide travel guidance if needed.

9. Confidentiality and Compliance

All information related to candidate travel, reimbursements, and documentation will be kept confidential and used solely for processing payments and ensuring compliance with internal policies and applicable financial regulations.

Frequently Asked Questions

1. Do I need to get approval before booking travel?
Yes. To ensure your expenses will be reimbursed, you must receive written approval from your recruiter or HR contact before booking any travel.

2. Can I book my own travel and accommodations?
Yes, candidates are typically responsible for booking their own arrangements unless otherwise directed. Be sure to keep itemized receipts and stay within the expense limits outlined above.

3. What if I lose a receipt?
We require itemized receipts for reimbursement. If a receipt is lost, reach out to the vendor (e.g., hotel, rideshare app) for a copy. We may be able to approve an expense with a signed attestation, but this is handled on a case-by-case basis.

4. Will I be taxed on my reimbursement?
In most cases, reimbursements are not taxable. However, for U.S. candidates, we may need to collect a W-9 to process the payment. For international candidates, local tax compliance may apply. Consult a tax professional for guidance if needed.

5. I can’t afford to front the cost of travel — can the company pay upfront?
Please let your recruiter know right away. While our standard policy is reimbursement after travel, we will make reasonable accommodations when needed, including providing pre-paid travel if appropriate.

6. I live locally — can I still get reimbursed for parking or transit?
Yes. Local candidates may be reimbursed for public transportation, rideshare services, parking, or mileage if they commute more than 25 miles roundtrip.

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