Travel Expense Claims: Are Job Interviews Covered?

Asking a potential employer to cover travel expenses for an interview can be daunting, but it's more common than you may think. While not all companies will reimburse you, some will, and it's worth checking the job listing to see if this is stated. If not, it's a good idea to contact the employer before the interview to ask about their policies. If you're actively relocating to another city, companies may be more inclined to reimburse you, and they may also do so if you're a recruited candidate or applying for a high-paid role. When asking about reimbursement, it's best to do so via email or phone, providing enough detail in the subject line and being clear and concise in your request.

When are travel expenses reasonable to request?

It is common for individuals to incur expenses while attending interviews, including travel and parking costs. However, it is not always reasonable to request that these expenses be reimbursed by the prospective employer. There are a few factors to consider when determining whether it is appropriate to ask for travel expense reimbursement.

Firstly, it is essential to consider the distance and cost of travel. If the interview location is within your local area, it is not reasonable to request reimbursement, as your transport costs will be similar to regular commuter costs. On the other hand, if the interview requires you to travel outside your local area or 'out of town', it may be reasonable to ask for expense reimbursement.

Additionally, the mode of transport can also determine the reasonableness of your request. Cost-efficient modes of transport, such as trains, coaches, driving, or local buses/trams, are typically accepted as reasonable expenses. However, taxis, ride-hailing services, or first-class train tickets are generally not considered reasonable requests. If flying is cheaper than economy train services, then it may be reasonable to request reimbursement for airfare.

It is also important to research the employer's policy on interview travel expenses before making a request. Check all correspondence with the employer, the job specification or application pack, and the original job advertisement to see if any information is provided. If no information is available, you may still be able to make a request. However, if the employer has a stated policy, you must abide by their criteria for making a claim.

Furthermore, it is worth noting that while some companies may offer travel reimbursement, it is not a given. It is advisable to ask about their policy on travel reimbursement and be prepared if they deny your request.

Finally, keep in mind that any expenses incurred while looking for a job are generally not tax-deductible, and you must provide documentary evidence of your expenses if they are reimbursed by your prospective employer.

How to ask for reimbursement

Asking for reimbursement for travel expenses for an interview can feel uncomfortable, but it's more common than you may think. It's important to first establish whether you will need your travel expenses paid for—if it's too far to travel to and will cost you a lot of money, then it's reasonable to ask the employer to cover this cost.

Via email:

• Reply to the person who arranged your interview. This could be the person who invited you to interview or someone from HR who coordinated the date and time.
• Use a clear and precise subject line such as "" [Company's name] interview travel reimbursement policy inquiry."
• Note the date, time, and location of your interview in bold so that the recipient doesn't need to search for this information.
• Open with a greeting that matches the formality of previous emails you've shared with this contact. For example, if you've been using "Hi [Name]," continue with that.
• Politely request that the employer reimburses your travel expenses. Explain that to attend the interview, you will need to travel from [your location] to [interview location].
• Make clear that you will be travelling in the most cost-efficient way. Detail the cheapest way you can make the journey, such as driving or taking the train, and any other expected travel costs like car parking.
• Acknowledge the employer's interview travel expense policy if they have one. State that your request adheres to the relevant criteria.
• Close with a polite sign-off and include your phone number to make it easy for the recipient to contact you.

Via phone:

• State your name and introduce yourself with your first and last name.
• Say you have an upcoming interview and specify the date, location, and position you're applying for.
• Inquire about travel reimbursement and ask if the person on the phone can put you in contact with someone who can explain the travel reimbursement policy.

What to do if the company says no:

If the company denies your request, ask if there is an alternative to interviewing in person, such as a video or phone interview. These options can save both you and the employer time and money.

What to do if the company doesn't offer reimbursement

If the company doesn't offer reimbursement for travel expenses, you can consider the following options:

• Ask if there are alternative options for the interview: You can ask the employer if they would be open to conducting the interview via video or phone call. This is a common and flexible alternative to in-person interviews, saving both time and money for the candidate and the company.
• Suggest a phone interview: If a video interview is not possible, you can inquire about having a phone interview. Some companies may already have phone screenings in place before the official interview, so it is worth asking if this could be an option for you.
• Propose a position-specific assessment or project: Instead of a traditional interview, you can ask if you can showcase your skills through an assessment or project relevant to the position. This approach can be a great way to demonstrate your qualifications and open further communication channels.
• Weigh the benefits of paying for travel: If the company is your dream employer, you may consider paying for the travel expenses yourself. However, if the company is not willing to cover reasonable expenses, it may be a sign that they are not the right fit for you.
• Check the company's policy: Before making a decision, ensure you thoroughly understand the company's travel reimbursement policy. Check all correspondence with the employer, the job specification or application pack, and the original job advertisement. If you cannot find any information, you can still make a request for reimbursement.

What expenses are covered

When it comes to claiming travel expenses for interviews, it's important to understand what expenses are typically covered so you can plan and make informed decisions. Here are the key points to keep in mind:

Transportation Costs:

This is usually the primary component of interview travel expenses. If you need to travel outside your local area for the interview, you can expect reimbursement for your transportation costs. This typically includes costs for flights, trains, buses, or car travel (including fuel and parking charges). It's important to opt for cost-efficient travel methods, as employers are unlikely to reimburse for taxis, ride-hailing services, or first-class train tickets. Remember to retain all your receipts for reimbursement.

Accommodation:

If your interview requires an overnight stay or a long-distance flight, some companies will also cover the cost of accommodation. This is often the case when the employer specifically invites candidates to travel for the interview, especially for high-level positions. Make sure to clarify the company's policy on accommodation reimbursement and whether they have specific requirements or limitations.

Meals and Entertainment:

While transportation and accommodation are typically covered, meals and entertainment expenses during your trip are generally not reimbursable. This includes restaurant meals, room service, and any personal entertainment expenses such as sightseeing or souvenirs. You will be responsible for covering these costs yourself.

Timing and Policy:

It is crucial to understand the company's travel reimbursement policy before making any arrangements. Check the job listing, original job advertisement, or directly contact the employer to inquire about their policy. Some companies may have specific criteria or limitations on reimbursement, so it's important to be clear on their expectations. Additionally, remember to make your request for reimbursement in a timely manner, ideally before the interview takes place, to avoid any confusion or issues.

Documentation and Evidence:

When claiming reimbursement, always provide documentary evidence of your expenses. Keep all your receipts, tickets, and any other relevant documents. This is important not only for your own records but also to satisfy the employer's requirements for reimbursement.

What expenses are not covered

It is important to remember that companies are not obliged to cover your travel expenses for an interview, and it is always best to check their policy on this before assuming anything. If they do not offer to cover your travel expenses, it may be best to consider other options, such as a video or phone interview, rather than paying the fare yourself. This is especially true if you are not in a financial position to do so. Remember, if you are good at what you do, other opportunities will come your way.

That being said, some companies will cover travel expenses, and it is usually the larger, corporate companies that do so. If they do offer to cover your travel expenses, it is important to know what is and what isn't covered. While your flights, accommodation, ground transportation, and parking expenses will usually be covered, there are some expenses that companies will not cover.

Food expenses, for example, are usually not covered by the company. This includes restaurant bills, room service, and meals for companions. Similarly, entertainment expenses are typically not covered. This includes souvenirs, attraction entrance fees, and hotel room movies. It is also inappropriate to ask the company to cover the cost of your return ticket if you plan to extend your stay for a weekend vacation.

Frequently asked questions