UMD Career Services

Travel Expenses

Reimbursement policies for travel expenses for follow up interviews vary dramatically. Some employers will reimburse you completely, others only partially, while still others will not reimburse you for any of the expenses incurred. It is important for you to be aware of the employer's policy before committing to a visit.

In most cases, the employer's letter inviting you for a follow up interview will advise you if and what expenses will be covered. If no reference is made to travel expenses, it is appropriate to inquire about the employer's policy on travel expenses before you accept an invitation for a follow-up interview.

If the employer pays your expenses, you can expect reimbursement for the following:

• Airline ticket and expenses for:
  • Airport limousine or bus,
  • Taxi or bus from hotel to place of interview, and
  • Baggage service tip at the airport and hotel
• Automobile mileage if you drive (the amount is normally determined by the policy of the employer) and expenses for:
  • Baggage handling at the hotel, and
  • Automobile parking
• Lodging (the night before or after the interview if necessary)
• Meals and tips

Items not included in normal business expenses:

• Entertainment and tours
• Magazines and newspapers
• Personal telephone calls
• Valet expenses.
• Flight insurance
• Snacks and refreshments
• Excessive tips
• Snacks, cigarettes and other tobacco items

When you plan to visit more than one employer on your trip, prorate the expenses among the employers. If you are visiting two or more employers on the trip and only one employer is willing to pay expenses, the employer should be charged only the share of the cost in proportion to the number of employers visited.

Not only do employer policies vary on payment of travel expenses, but the manner in which the expenses are paid also varies. In some cases, when airplane travel is called for, the ticket may be forwarded to you in advance, thus eliminating an outlay of cash from your budget. In some cases, when overnight lodging is required, you may only have to sign the bill at the hotel, charging your room and meals directly to the employer. In cases where your expenses are to be paid, you may still need available funds to pay for your transportation, lodging, meals and any gratuities. Obtain receipts whenever possible. Employers will expect receipts for reimbursement. You may be reimbursed before leaving the employer; other employers will wait for you to turn in all receipts at the conclusion of your trip. It is important to set aside some funds for travel expenses because reimbursement could take as long as four weeks.

Be prudent in the expenses you submit for reimbursement. Do not put yourself in the position of being rejected as an applicant because your expenses were unreasonable.

*Copyright CPC Annual. Reprinted with permission.