Interview reimbursement policy template

This template offers HR professionals a structured framework to manage candidate expenses transparently and efficiently. By clearly defining the reimbursement process, HR can ensure a positive candidate experience, reflecting the organization’s professionalism and commitment to potential employees.

What is the Interview reimbursement policy?

In the competitive job market, attracting top talent often goes beyond the job role and compensation. The interview experience plays a pivotal role in a candidate’s perception of the organization.

The Interview Reimbursement Policy is designed to cover the expenses candidates might incur while attending interviews, especially if they are traveling from a different city or country. This policy ensures that candidates are not burdened financially during the interview process.

It covers various expenses, from travel and accommodation to meals, depending on the organization’s discretion.

You can set a limit on the distance beyond which someone will be entitled to compensation.

An interview reimbursement policy should include:

1. Clear guidelines on eligible expenses, such as travel, lodging, and meals
2. A transparent process for submitting and approving reimbursement claims
3. Defined limits or caps on certain types of expenses
4. Specific exclusions or non-reimbursable expenses

Why is it important to have an interview reimbursement policy for your organization?

An interview reimbursement policy not only ensures a positive candidate experience but also showcases the organization’s values and commitment to potential employees. It demonstrates that the company respects the time and resources candidates invest in the interview process.

Moreover, it can be a deciding factor for top talent when choosing between multiple job offers, especially when relocation or extensive travel is involved.

Step-by-step instructions for writing your own interview reimbursement policy

1. Determine eligibility: Decide which positions or levels within the organization will be eligible for reimbursement. For instance, senior roles or specialized positions might warrant reimbursement more than entry-level roles.
2. Define expenses: Clearly outline which expenses will be covered. This could range from flight tickets and hotel stays to local transportation and meals.
3. Set limits: Establish caps for certain expenses. For example, you might set a daily limit for meals or a maximum amount for hotel stays.
4. Submission process: Detail the process for candidates to submit their claims, including the necessary documentation like receipts.
5. Approval mechanism: Describe the internal process for reviewing and approving reimbursement claims, ensuring timely payments.
6. Exclusions: Clearly list any expenses that won’t be covered, such as alcoholic beverages or expenses for companions.

Interview reimbursement policy template

[Organization Name]

Interview reimbursement policy

Brief & purpose

At [Organization Name], we value the time and effort candidates invest in our interview process. This policy aims to ensure that candidates are fairly reimbursed for expenses incurred during their interviews with us.

Scope

This policy applies to all job candidates interviewing for eligible positions at [Organization Name].

Eligible expenses

Travel: Flight tickets or train fares for the candidate.
Accommodation: Hotel stays for the duration of the interview process.
Meals: Daily meal expenses up to a specified limit.

Exclusions

Alcoholic beverages.
Expenses for companions or family members.
Personal expenses unrelated to the interview process.

Submission process

Candidates should submit their claims with all relevant receipts within 15 days of the interview.

Approval and payment

Reimbursement claims will be reviewed by the HR department and processed within 30 days of submission.

Queries

For any questions or clarifications regarding this policy, candidates can reach out to the HR department.

Disclaimer: This policy template is meant to provide general guidelines and should be used as a reference. It may not take into account all relevant local, state or federal laws and is not a legal document. Neither the author nor Workable will assume any legal liability that may arise from the use of this policy.