Interview Expenses

by Clare
(Raleigh, NC)

What do you think about a company that wants me to pay for airline tickets, hotel, and other expenses related to my interview with them? I'm concerned about getting reimbursed for these costs. Money is tight and I'm afraid that I won't be paid back. Do companies usually ask applicants to pay their own way to the interview?

Clare -

Expense reimbursement policies vary from company to company. There's no question that the hiring company will pick up the tab for any expenses incurred by you in getting to and from your interview. The issue is what will the company pay directly, versus what will they ask you to pay for and then be reimbursed.

Typically, companies will book your airfare through their own corporate travel agent. This is usually the biggest expense that's incurred in the interview process, especially if the company wants to book a refundable ticket. Asking you to incur this expense directly is not very candidate friendly.

Hotel charges can also be handled by the company directly, again on their corporate account. This makes things much easier for you as a candidate.

Incidentals - things like meals on the road, taxi fares, airport parking and similar travel related expenses will be reimbursed. Make sure that you keep receipts!

To be more specific in answering your question, here are some ways to handle these expenses:

1. Ask if the company can handle your expenses differently - i.e. can they use their corporate travel agent to book the air and hotel for you?



2. Find out what the expense reimbursement procedure is ahead of time, so you can be filling out and submitting your expense form as soon as you return home.



3. Find out how quickly the company handles expense reimbursements. If their accounting procedures call for payment in 30-45 days, you might need to request that your expense reimbursement be expedited.



4. If the company's policies cannot accommodate your request for direct booking of air/hotel, and you're using a recruiting firm, ask the recruiting firm if they can make these arrangements for you. If you're using a retained firm, they might be willing to pick up these expenses and then bill them back to their client.

As a candidate, you need to evaluate the company you're interviewing with. Good companies should pick up your major expenses directly. At a minimum, your airfare. You should not have to wait more than a week to ten days to be reimbursed. You want payment in hand by the time your credit card bill is due.

If you're interviewing with a small, unknown company, I would request direct payment of the hotel and air fare. If the company objects, I would wonder about their financial stability.

Even when it's an employer's market (one in which candidates are plentiful), recruiting is a sales process. If a company puts the burden on you to get to the interview, warning flags should be raised.

Asking for air and hotel to be paid by the hiring company directly is not an unreasonable request. Don't be afraid to ask. And, if you don't like the answer, keep looking!