Travel Allowance: What Airlines Ask Of Their Passengers

Airlines may ask about the purpose of your travel for marketing reasons, to optimise their yield management, communication campaigns, and overbooking ratios. It is also useful for their reporting and can influence the additional services they offer.

Some companies offer travel reimbursement for interviews, especially for high-level positions. If you are unsure, it is worth asking the company about their travel reimbursement policy. When making a request, it is essential to know the company's policy on this issue. If the company does not offer travel reimbursement and you cannot afford to travel to the interview, ask if there is an alternative to interviewing in person, such as a video or phone interview.

When to ask for travel reimbursement

Asking for travel reimbursement can be a tricky topic, but it is your right to do so in certain situations. Here are some guidelines on when to ask for travel reimbursement:

Before the Interview

If you are interviewing for a job in another city or state, you may be expected to travel to the interview location. Before making any travel arrangements, it is important to understand the company's policy on travel reimbursement. Ask the recruiter or interviewer about their travel reimbursement policy. This will prevent any confusion and ensure you know what expenses are covered. Some companies may have specific policies outlining what they will reimburse, such as flights and accommodations. It is also important to know what is not covered, such as food and entertainment expenses.

During the Interview Process

If the company has agreed to reimburse your travel expenses, be sure to keep track of all your receipts and expenses. This includes costs for transportation, accommodations, and any other relevant expenses. Make sure to follow their reimbursement procedure and provide the necessary documentation in a timely manner.

After the Interview

If you have already attended the interview and the employer promised to reimburse your expenses, but you have not received the reimbursement, you are within your rights to follow up. Contact the company's HR department or the person who arranged your interview to inquire about the status of your reimbursement. Provide any necessary documentation and be clear about the expenses you are claiming.

When Not to Ask for Reimbursement

If you are interviewing for a position and are travelling locally, it is not reasonable to request reimbursement. Local travel costs are typically similar to regular commuter costs, and are generally expected to be covered by the candidate.

Additionally, if the company has explicitly stated that they do not offer travel reimbursement, it may not be worthwhile to ask. However, if the lack of reimbursement prevents you from attending the interview, you can inquire about alternative arrangements, such as a video or phone interview.

Remember to be polite and professional when requesting travel reimbursement. Provide clear and concise information about your travel plans and expenses, and follow the company's policies and procedures.

How to ask for travel reimbursement

Asking for travel reimbursement can be a tricky topic, but it is your right to do so. Here is a step-by-step guide on how to ask for travel reimbursement:

Step 1: Understand the Company's Policy

Before making any requests, it is crucial to know the company's policy on travel reimbursement. Check all correspondence with the employer, the job application pack, the original job advert, and their website for any information on their travel reimbursement policy. If you can't find any details, you can still make a request, but be aware that they may have specific criteria for making a claim.

Step 2: Assess the Reasonableness of Your Request

If the interview location is within your local area, it is generally not reasonable to request reimbursement for travel expenses, as these costs are similar to regular commuter costs. However, if the interview requires you to travel outside your local area, it may be reasonable to ask for reimbursement.

Step 3: Choose Your Mode of Transport

If your travel plans align with the company's criteria for reimbursement, ensure you follow their claim procedure. If not, you can still request an exception. When travelling, opt for cost-efficient modes of transport such as economy class train or coach, or driving. These costs typically include fuel and parking charges. If flying is the cheapest option, you can include this in your request.

Step 4: Make the Request

You can request reimbursement via email or phone. Here is a breakdown of the steps for each method:

Email:

• Subject Line: Start with a clear and concise subject line that includes the job reference and mentions the travel expense request, e.g., "Project Manager | Job123 | Interview travel expenses request | Your Name."
• Date, Time, and Location: Note the interview details in bold to make it easy for the recipient to find this information.
• Greeting: Use a greeting that matches the tone of previous communications with the company.
• Request for Reimbursement: Politely request reimbursement for your travel expenses, specifying the town, city, or county you will be travelling from.
• Cost-efficient Travel: Mention that you will be travelling in the most cost-efficient way and provide details of your chosen mode(s) of transport. Include any other expected costs such as parking or local transport. Give an estimated total cost.
• Acknowledge Their Policy: If the company has a travel reimbursement policy, acknowledge it and state that your request adheres to their criteria.
• Sign-off: Close with a polite sign-off and include your phone number to make it easy for them to contact you.

Phone:

• State Your Name: Introduce yourself with your full name.
• Upcoming Interview: Specify the date, location, and position you are applying for.
• Inquire About Reimbursement: Ask if they can provide information on their travel reimbursement policy or direct you to someone who can.

Step 5: Follow Up

If the company has promised reimbursement but has not yet fulfilled it, follow up with their HR department. If they deny your request, be prepared to explore alternative options such as video or phone interviews.

Remember, it is always worth asking about travel reimbursement, especially if you are travelling a long distance for the interview. Don't assume they will cover your expenses, but also don't be afraid to inquire about their policy and make a reasonable request.

What expenses will travel reimbursement cover?

If a company offers travel reimbursement for a job interview, it's important to know what expenses the reimbursement covers. Here's a list of expenses typically covered by travel reimbursement for job interviews:

• Flights: The company will usually cover the cost of your flights to and from the interview location. They may also cover the cost of transportation to and from the airport.
• Accommodations: If you need to stay overnight or for an extended period, the company will often cover the cost of hotel accommodations.
• Meals: The company may reimburse you for meal expenses incurred during your trip, but this is not always the case.
• Transportation: In addition to flights, the company may reimburse you for other transportation costs, such as rental cars, taxis, or public transportation fares incurred during your trip.
• Other expenses: Other reimbursable expenses may include laundry, dry cleaning, business calls, and other similar expenses necessary for your trip.

What expenses will it not cover?

A travel allowance is a type of compensation provided by employers to cover employees' travel expenses incurred while travelling for business. This typically includes airfare, hotel accommodations, meals, and other incidentals. However, it is important to note that a travel allowance does not cover all expenses. Here are some expenses that a travel allowance typically does not cover:

• Food expenses: While a travel allowance may cover meals, it usually does not include restaurant bills and room service. It is expected that employees will keep these expenses reasonable and not extravagant.
• Entertainment expenses: If employees have free time during their trip, they may want to explore tourist spots or museums. However, a travel allowance typically does not cover the cost of souvenirs, attraction entrance fees, or other personal entertainment expenses.
• Extended stay expenses: A travel allowance is provided for the duration of the business trip. If an employee chooses to extend their stay for personal reasons, the additional expenses, such as a later return flight, are not typically covered. Employees should coordinate their travel plans with the company to ensure that their trip aligns with the approved itinerary.
• Luxury expenses: While a travel allowance covers accommodation, it does not justify lavish expenses. For example, renting a luxury sports car or booking an expensive hotel suite would not be covered.
• Personal expenses: Travel allowances are intended for business-related expenses. Therefore, personal items, such as souvenirs or gifts for family, are not covered.
• Commuting costs: Travel allowances are designed for expenses incurred while away from home for business purposes. Daily commuting costs to and from the workplace are generally not included in a travel allowance.
• Unreasonable expenses: Any expenses deemed unreasonable or unnecessary may not be covered by a travel allowance. This includes expenses that are considered lavish or extravagant.

What to do if the company says no?

If the company says no to travel reimbursement, there are a few alternatives to consider:

• Video chat: Ask about the possibility of the interview taking place remotely via video chat. This modality can provide a more flexible option if you are unable to travel to the interview site.
• Phone interview: Some companies may have phone screenings prior to the official job interview. However, it may be worth inquiring if the interview itself could be conducted over the phone as well.
• Assessment or position-specific project: Consider asking if you can complete an assessment or project in order to showcase your skills that are relevant to the position. While this differs from an interview, it can be a good opportunity to demonstrate your qualifications and open lines of communication for the future.

If you are an employee, you could:

• Go back to your manager and avoid the issue of whether it’s reasonable or not. Instead, say: “I really want to attend this conference, but I’m not in a position to be able to put it on a personal credit card. What can I do?”
• Suggest options yourself: Can it be charged to a corporate card? Can your manager put your hotel and flight on their card? Can someone in HR help?
• If your manager says no to all of this, say, “I really want to attend this conference, and I know it’s required. But I cannot charge this on my own card. I’m going to talk to HR and see if they can suggest any options for me.”
• Then, do that. Have the same conversation with HR.
• If the problem still isn’t solved, then you’ll need to go back to your boss and ask what will happen if you’re unable to attend the conference over this.

Frequently asked questions