Interview Travel Etiquette: How to Tactfully Manage the Conversation

Being invited to interview on-site for a job you are really interested in is exciting and nerve-wracking at the same time. If you are like most candidates, you look forward to the campus interview, but dread the conversations leading up to it. Travel costs add up, and you have to watch your bottom line. So how should you broach the subject with a potential employer?

How to Start the Conversation

First, go in knowing that most employers will not be surprised that you are bringing up the subject. Hiring people costs money, and getting the candidate to the interview is pretty essential for most positions. So don’t be afraid to ask. Just be polite and tactful, and things will work usually work out.

Who Should Pay for Interview Travel?

Well, in an ideal world, the employer would always pay (at least that’s my 2 cents on the matter), but the reality is that some schools pay for travel, and some don’t. Some pay, but cap reimbursements per candidate. Some will pay only if you aren’t offered a position, or if you accept an offer if one is made. (i.e., if they offer, but you decline, you do not get reimbursed.)

What’s the Etiquette?

Ask questions upfront about whether the university reimburses for any part of candidate travel, before formally accepting an on-site interview.

If being reimbursed…

• Communicate about costs before booking flights
• Keep all receipts,
• Log any mileage on your personal vehicle
• Ask when to submit receipts (usually with a day or two of your return)

Frequently Asked Questions:

Is it really okay to ask about reimbursement?

Yes, employers understand that candidates need to watch expenses.

Should I try to negotiate?

Most employers will have general rules. Ask what their policies are.

Tactful Tips

• If there is a cap on reimbursement, understand that, and try to work within it.
• Always try to find bargains if being reimbursed.
• Don’t accept an interview if you can’t afford to cover your out-of-pocket costs.