are interview travel reimbursements taxable

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I have received 1099-MISC form for reimbursement of travel expenses for job interview. How should I report it to make sure I don't pay any taxes on this?

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I have received 1099-MISC form for reimbursement of travel expenses for job interview. How should I report it to make sure I don't pay any taxes on this?

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Do Companies Pay for Interview Travel Expenses?

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When you are interviewing for an out-of-town job, the company may offer to pay your travel expenses—but it's also possible that they will not. 

When the job market is competitive, there are typically many applicants for every open position, so the company may easily get a sufficient volume of applicants who live in close proximity to the company's office or campus. In this case, you may only be given an interview if you are willing to personally foot the bills for your travel and hotel expenses.

When Companies Pay for Job Interview Travel Expenses

However, for top-level and C-level positions, many tenure-track jobs in academia, or jobs where the company needs to actively recruit candidates, there is much more likelihood that the employer will arrange for travel at their expense or reimburse all or some of your expenses.

Check the Job Listing

Before you apply for a job in a new location, double-check the job posting. It may specify that travel and  relocation expenses  are not provided. If that's the case, don't expect (or ask) the employer to pay.

Recruited Candidates

If you have been actively recruited by a company, as opposed to finding a job listing and applying yourself, you can expect the company to know where you are located and to cover the costs of interviewing you. This often happens when a company has hired an  executive search firm  or recruiter/“headhunter” to source the best talent for any given job.

For other applicants, the interview invitation you receive may mention that your expenses will be covered.

Asking for Reimbursement

Not sure who pays? If you don't have any information to the contrary when you are asked to travel for an interview, it is acceptable to ask if the company will be making the travel arrangements for you.

If they do not make travel arrangements, you can ask if there is a possibility of being reimbursed for all or part of the costs you incur to get to the interview. If the company will not be paying for any of your travel expenses, you can inquire about what stage of the interviewing process the company is at. If they're in early stages, interviewing a big pool of candidates, it may not be worth it to make the trip if your expenses aren't paid. In that case, you might decline the interview opportunity .

Alternatively, if you are deeply interested in the job but lack the funding to finance your own travel, you might also ask whether the employer would be willing to interview you through Skype or another online video chat service. Online interviews are more common nowadays, since they can save employers time and money while extending and optimizing their pool of top candidates.

Do keep in mind that if the company isn't paying your travel expenses to get to the interview, it probably won't pay to relocate you either. If you can't afford to move there if you were offered the position, that's another reason to decline the interview. Before relocating to any out-of-town or out-of-state job, of course, you should use  salary and cost of living calculators  to determine whether a significant move like this would be financially viable.

What Travel Expenses Are Covered?

The travel expenses that are covered depend on the company's policy. In some cases, all your expenses including airline flights, hotels, and meals are covered. Another common practice is for a company to pay for your lodging as long as you pay for your transportation. 

If possible, when a company is covering your travel expenses, aim to have the company arrange and pay for your travel. You don't want to wind up in a situation where you have an unsuccessful interview and are also struggling to get reimbursed for your travel expenses.  

For any reimbursable expenses—such as meals or your car service from the airport—keep your spending reasonable. This is not the time to splurge on meals. And, do not ask for reimbursement for alcoholic beverages. Do not ask to extend your stay so you can spend time with friends. Keep it professional.  

Potential employees are more likely to be expected to cover their own travel expenses for entry-level jobs and jobs for nonprofit organizations.

Job Search Tips When You're Moving

Need help finding a job when you're relocating? Review  ten tips for finding a job in a new city  when you're moving. If you’re on the ball and begin searching for a new job well ahead of your move to a new city, you may be fortunate enough to be hired by an employer willing to contribute to your moving expenses with a  relocation package .

Such packages may include transportation costs to find a new home prior to the relocation, household moving costs, real estate commissions for buying or selling a home, real estate closing costs, and/or job search assistance for a spouse or partner.

KPMG Personalization

• KPMG report: Taxation of paid or reimbursed travel expenses and determination of employee’s tax home

Issues relating to whether paid or reimbursed travel expenses may be taxable or nontaxable to employees

Issues relating to whether paid or reimbursed travel expenses may be taxable or nontaxable

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In response to the coronavirus (COVID-19) pandemic, organizations across the globe experienced a workplace transformation by expanding and enabling remote work practically overnight. The rise in flexible worksite arrangements presents a challenge to employers that provide them and pay or reimburse employees for business travel because the rules for when reimbursed expenses related to business travel can be excluded from an employee’s compensation are complex, often outdated, and derived from court decisions with very specific facts and circumstances.

Read a  May 2023 report * [PDF 431 KB] prepared KPMG LLP tax professionals that discusses the issues relating to whether paid or reimbursed travel expenses may be taxable or nontaxable to employees, focusing in particular on the analysis of the location of an employee’s tax home, including whether a personal residence may be considered a tax home.

*This article originally appeared in  Tax Notes Federal (May 1, 2023) and is provided with permission.

The KPMG name and logo are trademarks used under license by the independent member firms of the KPMG global organization. KPMG International Limited is a private English company limited by guarantee and does not provide services to clients. No member firm has any authority to obligate or bind KPMG International or any other member firm vis-à-vis third parties, nor does KPMG International have any such authority to obligate or bind any member firm. The information contained herein is of a general nature and is not intended to address the circumstances of any particular individual or entity. Although we endeavor to provide accurate and timely information, there can be no guarantee that such information is accurate as of the date it is received or that it will continue to be accurate in the future. No one should act on such information without appropriate professional advice after a thorough examination of the particular situation. For more information, contact KPMG's Federal Tax Legislative and Regulatory Services Group at: + 1 202 533 3712, 1801 K Street NW, Washington, DC 20006.

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 Reimbursement of Travel Expenses for Interview Candidates

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Gathering information on how any of you handle this situation.  Remote candidates we want to interview locally are typically flown into our office.  The company arranges and pays for the airfare, hotel, etc.  Some interviewees are close enough that driving to our location is easier, and more cost effective than flying.  How do any of you reimburse the interview candidate for mileage expenses?

Accounts payable handle, do you set them up in Payroll and pay a lump sum taxable amount, have your relocation vendor process reimbursement, give gift card to cover estimated expense, other option?

I've seen this done in many organizations and it's an expense reimbursement request by the candidate, providing direct deposit details through accounts payable.  Naturally, not all candidates are hired, so waiting until on-boarded is not an option.  

Interview expenses are not taxable, so we always pay them through Accounts Payable, whether the candidate is hired or not.

These reimbursements aren't tied to an employment relationship so they are not wages.  Reasonable costs qualify as business-related expenses, so the reimbursements aren't 1099 income either.

If you reimburse expenses only to the people hired (as one person once told me her company did), that would be a taxable wage event.

The reimbursement would need to meet the accountable plan rules which has three requirements.

1) The reimbursement has a business connection.

2) The expense is documented,

3) If there is an advance, any amounts in excess of the expense must be returned.

If any of the three requirements are not met, for candidates who are not employed the most likely place of reporting would be Form 1099-MISC in Box 3.

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Question: The sole owner of limited liability company that has elected to be treated as a Subchapter S corporation for federal tax purposes is paid on a salary basis and otherwise meets the requirements to be exempt from the Fair Labor Standards Act minimum wage and overtime compensation requirements under the executive exemption. However, the owner is paid a weekly salary that is less than the $684 weekly salary requirement for the exemption. Does the owner qualify as exempt under the FLSA executive exemption?

Answer: Certain business owners may still qualify for the executive exemption from the minimum wage and overtime requirements without meeting the salary requirement that usually applies for the exemption. State law requirements may vary from the FLSA.

Under Title 29 of the Code of Federal Regulations, Section 541.100, the executive exemption requires that the employee be compensated on a salary basis at a rate that is at least $684 a week exclusive of board, lodging, or other facilities provided by the employer.

To qualify for the executive exemption, the employee must also:

• be primarily responsible for managing the enterprise or a customarily recognized department or subdivision of the enterprise;
• customarily and regularly direct the work of two or more other employees; and
• have the authority to hire or fire other employees or provide suggestions and recommendations that are given particular weight regarding the hiring, firing, advancement, promotion, or any other change of status of other employees.

Section 541.101 provides an exception to the general rule for business owners. Under that rule, an employee is employed in an executive role if the employee owns at least a 20% equity interest in the enterprise and is actively engaged in its management.

Management is defined in Section 541.102 , which describes more than a dozen responsibilities commonly associated with supervising employees, controlling workflow, and maintaining legal compliance. Section 541.101 states that the salary basis and amount requirements for the executive exemption do not apply to business owners who meet the requirements for ownership and active engagement in management.

Question: An employer plans to reimburse interview expenses, such has travel, for job candidates. Are such reimbursements reported on a Form 1099 or Form W-2?

Answer: Generally, reimbursed interview expenses for job candidates are not reported on either a W-2, Wage and Tax Statement, or any form in the 1099 series.

The reimbursements are not reported on Form W-2, because the payments do not meet the definition of wages. Job candidates are not employees at the time of the interview, even if they are hired later.

Revenue Ruling 63-77 states: “Allowances or reimbursements made to individuals by a prospective employer for expenses incurred in connection with interviews for possible employment, which are conducted at the invitation of the prospective employer, are not ’wages’ subject to Federal employment taxes and the withholding of income tax. Also, to the extent they do not exceed the expenses incurred, they are, under the circumstances, not includible in the gross income of such individuals for Federal income tax purposes.”

The discussion in Chief Counsel Memorandum AM2010-006 also provides relevant guidance: “…a taxpayer does not have gross income when it pays the expenses of another person and receives a reimbursement of its payments. Expenditures of this nature are analogous to loans in which the taxpayer is the lender and the party for whom the expense is paid (and who reimburses the taxpayer for paying the expense) is a borrower…the payments are not taxable events any more than a loan, or the corresponding repayment of the principal of a loan, are taxable events. These payments are not accessions to the wealth of the taxpayer and thus not includible in the taxpayer’s gross income.”

The reimbursements are also not compensation for services in the sense of nonemployee compensation, are not subject to self-employment tax, and are not reportable on Form 1099-NEC, Nonemployee Compensation.

For the job candidate, any reimbursement is excluded from gross income to the extent the reimbursement does not exceed actual expenses. The rules do not require that the candidate must otherwise be able to deduct the expenses as job-hunting expenses.

Instead, the employer shifts the financial burden from the job candidate to itself. By reimbursing the costs, the applicant’s job-hunting expenses become the employer’s ordinary and necessary business expenses.

If the reimbursement exceeds the costs incurred by the candidate, the candidate should report the excess reimbursement as other income. If the employer knows the reimbursement exceeds the incurred costs, the employer could report the excess reimbursement on Form 1099-MISC, in Box 3, Other Income.

However, it is possible that the employer would not know there was excess reimbursement. For example, a job candidate might make one trip to interview with two prospective employers and receive a per diem allowance from each employer covering the same travel expenses.

This column does not necessarily reflect the opinion of The Bureau of National Affairs, Inc., or its owners.

Author Information

Patrick Haggerty is the owner of a tax practice in Chapel Hill, N.C., and an enrolled agent licensed to practice before the Internal Revenue Service. The author may be contacted at [email protected] .

Do you have a question for Payroll in Practice? Send it to [email protected] .

To contact the editor on this story: William Dunn at [email protected]

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Economy & Jobs

Who pays for interview travel expenses here’s how (and when) to negotiate.

An out-of-state interview can be exciting—but costly. How do you ask the company to reimburse you for interview travel expenses without ruining your chances at the job?

Know Your Negotiating Power

There are no hard statistics on how many companies will reimburse travel expenses, because this practice often depends on how valuable you are to the business. “It’s more common for an employer to pick up the tab if the local candidate pool is more limited, which is often the case with senior and specialized positions,” says Alison Green of Ask a Manager in an article for U.S. News and World Report .

You should also consider who initiated the interview request. If you’re relocating to another city or want to stand out with a face-to-face meeting, you should be willing to foot the bill for your travel, says Dave Clemens, who writes for the Rapid Learning Institute’s HR Cafe Daily Post . If, however, you’ve already gone through several phone interviews and the employer wants to meet in person, they should be willing to reimburse you.

“If they’re asking you to travel on your own nickel at this point in the process,” Clemens says, “you’d have to wonder how committed they really are to hiring you. And if they ask you to come in but don’t mention who’s paying for travel, it’s certainly appropriate to bring it up.”

How to Broach the Question

Tailor your negotiation approach to your negotiating power. If the company approached you for a high-level position, for instance, it’s safe to be more bold than if you approached them. Suzanne Lucas, also known as Evil HR Lady , recommends saying, “I’d love to come out for an interview. What’s the process for travel reimbursement?” Phrasing the question this way, she says, “makes it seem like it’s obvious that you are a candidate who deserves to be reimbursed.”

If, however, you’re applying to a job posting for a midrange position and competing with in-state candidates, you should ask conservatively. Marc DeBoer, former corporate recruiter and headhunter and founder of A Better Interview , recommends striking a balance between “straightforward and polite” by asking, “Do you have a reimbursement policy for travel?” This phrasing makes you sound confident and to the point without coming across as entitled or greedy.

Not sure how much power you wield? Play it safe and stick to the conservative approach.

What if They Say No?

How you handle a negative response is also largely dependent on your negotiating power. “If you’re a really strong candidate, you can just walk away and sometimes [the company will] come back with funds,” Lucas says. “The higher the job you are applying for, the more likely this is to happen.”

Your response also depends on how much you want or need the job, and whether you’re willing to risk taking a hard line on this particular issue.

DeBoer advises against pushing the subject of interview travel expenses, and not just to avoid turning off a potential employer. “There are bigger negotiations you should want to have, such as bonuses, compensation, and paid time off,” he says. “Pick your battles based on what’s important to you. You may get $500 back for travel, but if you negotiate a bonus, you could get $5,000.”

Alternatives to Travel

Today’s technology provides myriad ways to interview for an out-of-state job besides showing up in person. It’s perfectly acceptable to suggest a phone screening or initial Skype interview to make sure you’ll be a good fit for the position before either you or the company goes to the expense of getting you into their offices.

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• International Tax

Reimbursement Of Travel Expenses

All international visitors can receive travel reimbursements.  However, whether those payments are business expenses or taxable income depends on the visa category of the visitor and the services performed.  There may also be restrictions on what activities an international visitor may engage in while in the USA.  If a travel expense is not taxable, GLACIER completion is not required.

  Non-Taxable Travel Expenses

• Invited speaker or consultant hired by Vanderbilt University

If an international person has been invited to speak, present a paper, or otherwise actively conduct an educational or academic activity (in whole or in part), travel reimbursement expenses are not considered to be taxable income. Instead, they are categorized as business expenses since the international visitor was invited on campus by Vanderbilt University.

Attach a copy of the letter of invitation (or copy of brochure showing individual on the program itinerary/agenda) to the check request (CR) or consultant form along with all documents required by Disbursements.   

Attach receipts and document that payment is for relocation expense.

• Job-related interview expenses (this does not include students visiting campus for enrollment purposes or recruitment of graduate students)

Departments will contact [email protected] to provide an email approval to attach to their requisition for job interview related reimbursements

Taxable Travel Expenses

• Non-employee or contractor
• Conference or seminar attendees who are not speakers or presenters
• Students traveling to seminars outside of Vanderbilt University
• Short-term trainees
• Prospective students
• Employee non-business related travel 
• Living expenses for short-term employees
• Moving expenses that do not meet IRS requirements (These expenses will be reported as taxable income on  your first payment from Vanderbilt University)

Expense reimbursements are taxable if there is no quantifiable service provided to Vanderbilt by the individual.  Another way of stating this is that, if there is no compensatory relationship or business relationship the reimbursement is taxable.  In these situations, the payee is neither an employee nor independent contractor.  Whether or not any other wage or honorarium is provided is not relevant to the tax withholding assessment.

Reimbursements to Third-Parties

It is also possible for speakers to be a representative of a business and it is the business that must receive the travel reimbursement. In these situations, the reimbursement is handled differently and the department should contact the ITO for assistance.  Additional information can be found on our "Payments to Businesses" webpage.  

Reimbursements or direct payment to third-party vendors are potentially taxable income to the actual beneficiary recipient.  These payments are generally designated "Travel Award" or "Travel Grant" or "Financial Aid" and may be full or partial reimbursement of expenses to attend an educational event.   Reimbursed travel expenses to international attendees of educational events are considered to be non-service scholarships or fellowships and are fully taxable.

Additional Points to Remember

• If the person is a non-resident alien for tax purposes, tax must be withheld at the time of payment unless treaty benefits are available.
• Gross up of the payment is required if payment is to a third party and tax cannot be withheld from the payment to the third party vendor. An example of this is paying a hotel directly for an international visitor’s room expenses.
• Travel and/or living expenses paid for short-term employees are forms of taxable income.

Guidelines to Create an Effective Candidate Travel Reimbursement Policy

In this Article

First impressions are everything - especially when it comes to attracting new talent!

Today, candidates are ready to travel just for the job interview, but a hitch in your expense reimbursement process can create doubts. One wrong move and it can create the impression that your company isn't serious about scale. On the other hand, if you can provide your candidates with excellent hiring experience, it can be an added advantage. 

Providing candidates with a seamless hiring experience goes beyond just promising them travel and expense reimbursements. Your company should also be able to offer a modern and prompt expense reimbursement process to help build your case. Your business can achieve this with the help of an expense management software .

In this article, we focus on candidate travel reimbursement and its importance. Additionally, we look at some quick tips on how to effectively enforce these expense policies.

Why Is a Candidate Travel Reimbursement Policy Important?

Finding good talent is tough. Hence, businesses are actively blurring boundaries when it comes to hiring the right candidates. While some businesses open up to freelancing opportunities others encourage candidates from different cities to apply for their job openings. 

Choosing to reimburse or not can limit your applicant pool . If a candidate is aware that the expenses incurred while traveling for an interview are reimbursable, he/she will be encouraged to take up the opportunity. Having a clearly communicated candidate travel reimbursement policy can also help build trust.

A candidate who’s traveling for an interview is taking time from their regular schedule to do so. Hence, providing them a seamless hiring process speaks leaps and bounds about your company culture. Additionally, having a good or bad interview experience can also affect their decisions.

Out-station candidates often have queries regarding procedures concerning travel and expense reimbursements. Having a clear and crisp candidate travel reimbursement policy can help answer questions like:

• Does your company provide expense reimbursement for travel?
• How much can the candidate spend on specific categories?
• How long does the reimbursement process take?
• What are the reimbursable and non-reimbursable expenses?
• When should the candidate submit an expense report ? 

SUGGESTED READ:

A comprehensive guide to Travel and Expense Policy

How to Draft a Candidate Travel Reimbursement Policy?

A good candidate travel reimbursement policy should communicate and clarify all doubts regarding expense reimbursements. Here are some critical pointers your travel and expense policies must address:

• Spend limit for transportation, meals, accommodations, and other reimbursable items
• Identify and itemise reimbursable and non-reimbursable expenses
• List down all the responsibilities of the company and the candidate

Pro-tip: Candidates should be made aware of the expense reimbursement workflow that your organisation uses. This includes when and how to report business expenses .

Your Policy Should Be Upfront and Transparent

Being straightforward with your travel and expense reimbursement policy can avoid confusion and awkward communication between stakeholders. Ensure you address your candidates about all the necessary details concerning your expense reimbursement policy before the interview. Remember, being honest helps the applicant build trust and a relationship with your company.

Some companies cover expenses on multiple categories while others on just a select few. 

• If your business prefers paying only for airfare and meals, your expense reimbursement policy should be explicit about it. This way, the candidate is aware of what arrangements they need to make for themselves. 
• Also, if a candidate is required to submit proof of expenses such as receipts, candidates should be made aware before they begin traveling. This gives them prior knowledge to handle receipts with care rather than discard them away.  

Make the Reimbursement Process Concise

A candidate may be unaware of how the expense reimbursement process works in your company. Hence , your reimbursement process must be as clear and concise as your policies. 

Expense reporting should be an effortless task for all the stakeholders involved. For this, finance teams or the respective hiring teams should inform candidates about the expense reimbursement process and how long it takes for reimbursements to come through.  

1. Identify and adopt ways on how to keep candidates in the loop in case of unforeseen delays.

2. Avoid keeping candidates in the dark; this reassures them that you will reimburse their expenses.

SUGGESTED READ: Five ways to make expense reporting easier for employees

How Can Fyle Help With a Candidate Travel Reimbursement Policy?

The candidate travel and expense reimbursement process is a vital part of expense management. Having a robust policy in place can help the process run smoothly. Fyle automates the entire expense approval process while also providing a layer of security and transparency to all submitted expenses.

A new age Expense Management Software like Fyle also empowers businesses to manage their candidate travel reimbursements effectively. Here’s how:

• Expense reporting becomes easier for candidates without having to fill or send report forms physically.
• Fyle helps automatically detect and prevent expense report fraud .
• Businesses can effectively enforce reimbursement policies in real-time.
• Finance teams can stay assured that candidates are compliant.
• Teams can avoid having awkward interactions with applicants in case of overspending.
• Fyle ensures submitted expense reports come with all supporting documents for easy expense report approval.  
• A streamlined and well-documented approach ensures lesser back and forth and quicker expense reimbursements for candidates.
• Candidates can identify the stage of their expense approval to get clarity regarding their expense reimbursements.

We promise to make expense reporting a breeze for both your potential and current employees! Schedule a demo today and bid goodbye to all your expense management woes.

Akhono Seleyi

Akhono turns beautiful data into digestable stories. When she’s not at her desk writing, you can be sure she’s busy pinning designs for her dream house in Pinterest.

How to Create an Effective Candidate Travel Reimbursement Policy

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Topic no. 511, Business travel expenses

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Travel expenses are the ordinary and necessary expenses of traveling away from home for your business, profession, or job. You can't deduct expenses that are lavish or extravagant, or that are for personal purposes.

You're traveling away from home if your duties require you to be away from the general area of your tax home for a period substantially longer than an ordinary day's work, and you need to get sleep or rest to meet the demands of your work while away.

Generally, your tax home is the entire city or general area where your main place of business or work is located, regardless of where you maintain your family home. For example, you live with your family in Chicago but work in Milwaukee where you stay in a hotel and eat in restaurants. You return to Chicago every weekend. You may not deduct any of your travel, meals or lodging in Milwaukee because that's your tax home. Your travel on weekends to your family home in Chicago isn't for your work, so these expenses are also not deductible. If you regularly work in more than one place, your tax home is the general area where your main place of business or work is located.

In determining your main place of business, take into account the length of time you normally need to spend at each location for business purposes, the degree of business activity in each area, and the relative significance of the financial return from each area. However, the most important consideration is the length of time you spend at each location.

You can deduct travel expenses paid or incurred in connection with a temporary work assignment away from home. However, you can't deduct travel expenses paid in connection with an indefinite work assignment. Any work assignment in excess of one year is considered indefinite. Also, you may not deduct travel expenses at a work location if you realistically expect that you'll work there for more than one year, whether or not you actually work there that long. If you realistically expect to work at a temporary location for one year or less, and the expectation changes so that at some point you realistically expect to work there for more than one year, travel expenses become nondeductible when your expectation changes.

Travel expenses for conventions are deductible if you can show that your attendance benefits your trade or business. Special rules apply to conventions held outside the North American area.

Deductible travel expenses while away from home include, but aren't limited to, the costs of:

• Travel by airplane, train, bus or car between your home and your business destination. (If you're provided with a ticket or you're riding free as a result of a frequent traveler or similar program, your cost is zero.)
• The airport or train station and your hotel,
• The hotel and the work location of your customers or clients, your business meeting place, or your temporary work location.
• Shipping of baggage, and sample or display material between your regular and temporary work locations.
• Using your car while at your business destination. You can deduct actual expenses or the standard mileage rate, as well as business-related tolls and parking fees. If you rent a car, you can deduct only the business-use portion for the expenses.
• Lodging and non-entertainment-related meals.
• Dry cleaning and laundry.
• Business calls while on your business trip. (This includes business communications by fax machine or other communication devices.)
• Tips you pay for services related to any of these expenses.
• Other similar ordinary and necessary expenses related to your business travel. (These expenses might include transportation to and from a business meal, public stenographer's fees, computer rental fees, and operating and maintaining a house trailer.)

Instead of keeping records of your meal expenses and deducting the actual cost, you can generally use a standard meal allowance, which varies depending on where you travel. The deduction for business meals is generally limited to 50% of the unreimbursed cost.

If you're self-employed, you can deduct travel expenses on Schedule C (Form 1040), Profit or Loss From Business (Sole Proprietorship) , or if you're a farmer, on Schedule F (Form 1040), Profit or Loss From Farming .

If you're a member of the National Guard or military reserve, you may be able to claim a deduction for unreimbursed travel expenses paid in connection with the performance of services as a reservist that reduces your adjusted gross income. This travel must be overnight and more than 100 miles from your home. Expenses must be ordinary and necessary. This deduction is limited to the regular federal per diem rate (for lodging, meals, and incidental expenses) and the standard mileage rate (for car expenses) plus any parking fees, ferry fees, and tolls. Claim these expenses on Form 2106, Employee Business Expenses and report them on Form 1040 , Form 1040-SR , or Form 1040-NR as an adjustment to income.

Good records are essential. Refer to Topic no. 305 for information on recordkeeping. For more information on these and other travel expenses, refer to Publication 463, Travel, Entertainment, Gift, and Car Expenses .

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Interview Travel Expenses: How to ask for a refund + sample letter

Nicola Pilz

In this article you’ll learn:

• When the travel expenses are not reimbursed (the exceptions and peculiarities)
• Which costs are reimbursed
• What should be included in a request of reimbursement

Applicant Question: Does it make a bad impression if I ask for a refund?

For Karim, the first interview went really well. The 100 EUR spend for the train ticket was well invested : The atmosphere in the company was good, the head of research & development took an extra 2 hours and then took him on a tour through the company. When Karim left, the manager said that he would get in touch with him. But that took almost 6 weeks. No one said anything about reimbursing the travel costs. Recently, Karim received an invite to a second face-to-face interview. The question now is, what about the travel expenses? May Karim ask the company about it or does it make a bad impression?

Reimbursement of interview travel expenses by law

According to section 670 of the German Civil Code (Bürgerliches Gesetzbuch) , the applicant has a legal right to be reimbursed by the employer for the funds spent on the interview.

If a job applicant is invited to an interview, the employer as a rule has to reimburse the expenses which the applicant could deem necessary given the circumstances.

Listen to the podcast episode if you don’t like to read (or you want my voice in your ear while you read) :

In this respect, there is no difference in how the applicant found out about the job. Irrespective of whether it was through a personal recommendation or an advertisement for a job. Even if you have applied to a „lemon company“, i.e. because you simply want to exercise interviews, you are entitled to reimbursement of costs.

The crucial factor for the right to claim a refund is when the employer has expressly invited the applicant to an on-site interview.

Exceptions and peculiarities

#1: employers may avoid paying.

The employer has the possibility to exclude the reimbursement of the interview costs.

The prerequisite for this is that the employer notifies the candidate of this fact when calling him or her to the interview.

In some cases, companies mentioned in the job advertisement that they will not pay the costs. This renders the legal claim invalid.

#2: Employers may limit the costs

Some companies have simplified and streamlined the matter of travel expenses.

Usually, it is common to state certain upper limits. Frequently, the rail ticket amounts to the applicant’s place of residence are taken as a reference. In most cases, the restriction applies that only second-class travel is permitted. If the applicant chooses instead to take the car, the train ticket price is taken as the upper limit.

What actually happens in practice is that the company’s generosity increases the higher the position. If an important position that is difficult to fill is advertised, the chances increase that the costs for hotel and meals will also be covered by the potential employer. Even graduates I know of have flown quite a lot across Germany during their application phase

#3: Candidate fails to keep the interview

Shit happens. They happen even in scheduling such important meetings as an interview. A train is delayed due to a personal injury. Buses in the city take an interminably long time as there are several construction sites in the city. This may happen to all of us. Well, at least I was once stuck in a train heading in the opposite direction 🤣.

When something like this happens at an interview appointment, this is just plain nasty. On the one hand, it creates an unreliable impression of the applicant. Secondly, it’s probably impossible for the company to respond in a flexible way to a two-hour delay. This is true even more when the whole afternoon is planned out with interviews.

Note: The company isn’t obliged to reimburse the costs of the interview that can no longer take place.

#4 Attention with Zeitarbeit (temporary employment agencies)

„Pure“ temporary employment agencies conduct interviews with the aim of hiring the applicant themselves. In this case, the company is the potential employer and obliged to reimburse travel costs.

The problem is, though, that many are mixed service providers who do both temporary work and headhunting or placement or work as a „Personalberatung“. Sometimes it’s really difficult to figure out from the outside. To avoid misunderstandings, it’s best to ask beforehand.

My recommendation is you ask “formlos”, but in writing. Then the company will have to respond to you in writing as well. Then you have documentation for your records in case any misunderstandings occur later on.

German term „formlos“

„Formlos“ is a term used in communication with authorities. It literally means “no form required” but you may choose how to write. With a company, you may ask in a simple email. With authorities, however, it must necessarily contain the personal data required by the recipient. The place and date, the address of the recipient, and a subject are also useful. A signature should not be missing.

#5 Attention with Headhunters (Personalberatungen)

Headhunters work on behalf of the company looking for experienced professionals with a special profile.

Headhunters work on behalf of their company clients, they do not hire candidates themselves. In practice, different arrangements are common. Sometimes the headhunter pays the travel costs, sometimes the hiring company pays, or payments are excluded altogether. There’s room for maneuver here, it’s a grey area. To avoid misunderstandings, clarify the type and extent of travel expense reimbursement with the company in advance.

What costs exactly are covered?

Unless otherwise agreed, according to the regular case law of the labor courts, all travel expenses that the applicant was entitled to consider necessary are reimbursable.

Let us look at the standard case. Usually, we talk about the cost incurred for your transport from your place of residence to the place of the interview. The costs for both the journey there and back to your place of residence will be covered.

Naturally, you want to avoid inflating travel costs on your own authority and without consulting your employer of choice.

Train, metro, or bus

If your current place of residence and the prospective place of work are far apart, the potential employer must pay the ticket costs for the train journey. This is usually a 2nd class ticket.

First-class travel only has to be paid for in the case of outstanding positions where the applicant can expect to travel in keeping with his or her rank.

If you travel by car, you can basically charge the actual costs incurred. However, it is not easy to determine and prove these costs in individual cases.

Therefore, it is currently customary to charge EUR 0.30 per kilometer traveled. This applies to the outward and returns journey.

The company’s location is not always close to a bus stop. Or there may be no bus at the time of your interview. In such cases, take a taxi and have the costs reimbursed. Usually, the HR department will notify you of this beforehand. Or simply ask if there is a bus connection they can recommend to you. If not, your only option is to take a taxi. Another option is for the company to organize someone to pick you up or give you a lift. Simply ask beforehand, so you prove to be well-informed as well as willing to cooperate.

Flight / Overnight stay and accommodation costs

Costs for accommodation and meals may also be incurred. This is the case if the applicant cannot arrive and depart within one day.

Or because the selection procedure is lengthy, such as in the case of assessment centers that last several days. The company is then obliged by labor law to pay for these as well.

In any case, please consult with the inviting company beforehand. However, it’s usual for the company to inform you about this with the invitation. After all, you have to budget for it. Larger companies might book a room for you in a hotel with which they have special contracts and get a bulk discount.

How to claim travel expenses?

Reimbursement will be made after the interview. There are these two options:

#1: The company informed you along with the invitation

Super, if you have already received information about the reimbursement of costs with the interview invitation.

You probably got a form already. Everything is listed here in detail: Contact person, the details, and whether a copy of the original ticket should be enclosed.

#2: The company did not say about refund

That’s fine. All you need is a written invitation to the interview. Then, once the interview is over, you have the right to request reimbursement of costs. As a rule, you can only submit a claim for costs that you can prove by a receipt.

This can be done „formlos“ when you get back home. As far as I know, even though I am not a lawyer, the claim only becomes time-barred after three years.

Thinking about the best timing of the request for a refund, I believe it would be best after a refusal. Well, at least if the company didn’t hand you a form for the refund in the first place.

Things to include in the travel expenses statement

If you write to the company asking for a refund (see template), I would always enclose a copy of it but keep the original.

• Specification of places: In this case, the direct journey from your place of residence to the place of employment applies, i.e. the outward and return journey. Should you have visited a friend in between, these diversions will not be reimbursed.
• Flat rate per kilometer: Currently, the standard rate is 0.30 EUR per kilometer traveled. Again, this applies to the outward and return journeys.
• Parking tickets: are also reimbursed if you can enclose the original ticket receipt. It makes more sense to go to a multi-story car park instead of choosing a parking space where you pay digitally with your mobile phone.

Train, metro, bus, taxi

• Where did you get on and where did you get off?
• What is the amount of the ticket(s). As a rule, the original ticket is required. (Please make a copy or scan of it).
• Drinks and snacks on the way will only be paid for in exceptional cases (if you are really on the road the whole day). Be sure to clarify this with the HR department beforehand).
• If you needed to take a cab or Taxi, then state the amount and enclose the driver’s receipt.

Accounting for travel expenses is an administrative task of the HR department. They are available to answer any questions you may have. The invitation to the interview already gave you a contact person who you can talk to if you have any questions.

Refund of travel expenses by Agentur für Arbeit

If you live in Germany and are registered with the employment agency , you can apply for reimbursement of costs, conveniently done v ia online upload . However, this is only possible if the application is submitted before the interview date.

The Employment Agency may also offer its services to individuals who have not yet worked in Germany. Financial assistance in the form of unemployment benefits can only be granted if a person has been working in Germany for at least 12 months.

The Employment Agency may also cover 100% of the costs for a Guiding & Coaching program by me, even if you haven’t yet any work experience in Germany. If you want to learn more, book a free call with me .

Bottom line

Applicants are in a weaker position vis-à-vis companies. For this reason, the law stipulates that the expenses for a written invitation to a personal interview must be borne by the inviting company.

If in doubt, I highly recommend contacting the company’s human resources manager before the interview to confirm that the costs are covered by the company.

Please take into account that the reimbursement to your account may take some time.

FAQ about the reimbursement of travel expenses

You thank them very much for the conversation. That you enjoyed it. And you ask who you can send the travel expenses to. Then use the sample letter to request to pay you back your expenses.

No, absolutely not. It’s a common procedure. It doesn’t reflect badly on you simply because it’s a matter of right. You’re not improving your situation as an applicant by not having the reimbursement. Remember that the application stage is costly and involves a lot of work for you.

The reimbursement of travel expenses is an administrative process and has nothing to do with any personal feelings. Also, it has nothing to do with gratitude or unthankfulness. No need to feel uncomfortable, nor it’s a sign that you can’t afford the journey from your own resources. Submitting a request for reimbursement is standard. Your manager probably even doesn’t know that you have waived it.

That’s a bit of a philosophical question because you couldn’t care less. But if you’re curious, let me offer these two explanations:

First: The company probably didn’t even think about it. Or the person responsible for the invitation probably didn’t think about it. Some companies don’t have a human resources department dedicated solely to recruiting. But it doesn’t change the fact that they will reimburse you immediately. That won’t make the company go bankrupt.

Second : The company simply doesn’t think it’s their job to tell you about it 😁. Upon your request, the company will of course reimburse the costs. But if you don’t make a claim, they won’t cry either.

No, that is not the case. Compensation for a day of leave taken by the applicant for the interview, on the other hand, does not have to be paid.

No way. It’s totally irrelevant for the question of reimbursement of costs whether an employment relationship actually comes into being.

Claim your travel expenses no matter what. It doesn’t matter at all why you don’t sign the contract.

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Nicola is a German job market expert and a strategist for getting into a job. With MyJob Germany she helps international professionals to align with the German job culture and better their career.

4 Antworten zu „Interview Travel Expenses: How to ask for a refund + sample letter“

If a student used semester ticket (nearly 300euros for 6months) to travel to a job interview, then will he get a reimbursement for the whole semester ticket, partial or nothing?

Well, that’s a nice idea for a little student extra income 🙂 Joking aside, I just had to think about why this „cross-calculation“ strikes me as so odd. Now, my explanation, guess it’s related to the „polluter pays“ principle: companies are only responsible for the consequences of their own actions. Likewise, you’re accountable for your decisions (to study and pay semester fees). If you suffered costs by the company invitation, yes, then they would reimburse you. But hey, you’re not actually suffering any sort of additional costs for this interview. So, no need to refund you. Danke dir für die Frage 🙂

I recently received an invitation from a company I applied to and they invited me to a meeting at their company.

As I live a total of 2 hours away ( with the ICE) from the company, I kindly asked them for support in terms of transport costs. And of course, I expressed that I would be happy to meet at their office whether they would cover the cost for me or not.

After reading my email, the meeting was completely canceled due to an unexpected project change last week, which makes no sense since they confirmed the invitation last Friday at 2pm and canceled our meeting the next Monday after seeing my request.

It’s pretty obvious that they canceled my meeting because of travel expenses.

Is there anything I can report somewhere in Germany?

Thank you very much for your help!

Kind regards, Lou

Hallo Lou, perhaps you don’t know about the „Deutschlandtickets“ for 49 EUR per month or haven’t used it yet as a student. It’s currently the most cost-effective form of travel. In doing so, you show that you think economically and act in the interests of the company, saving it the expensive ICE fares. If you care about the company, write to the recruiter with a charming message and say that you now know that your Deutschlandticket is valid even on long distance travel and that you would be happy to come on another day. Good luck!

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• Contact HRSA
• Scholarships
• How to Comply with Scholarship Program Requirements
• Review Site HPSA Score and Job Search Requirements for NHSC Scholars

How Scholars Schedule & Receive Reimbursement for Job Interview Travel

With a few exceptions, we help you schedule, and pay for, travel to job interviews.

You can receive a travel allotment up to $1,200. It covers transportation, hotel, meals, and incidentals.

You must travel to NHSC-approved sites that meet the HPSA score requirement .

In which cases am I responsible for costs?

We won’t reimburse you for any travel expenses within 50 miles of your current residence. You must pay any costs outside of the authorized travel allotment guidelines.

Can I receive additional help?

Some sites also help with these travel-related expenses. Confirm with them before making travel plans. Also, communicate with your Regional Analyst.

How travel logistics work

The NHSC works with Civility Management Solutions (CivilityMS). They specialize in federal travel and relocation logistics.

How long does it take to travel for an interview?

Typically, standard travel for an interview is three days and two nights.

If you interview at two or more sites in the same area, you may submit a request in advance for one or more additional days. We handle requests like these on a case-by-case basis.

What does CivilityMS arrange for me?

The CivilityMS travel and relocation coordinator arranges job interview travel. This includes:

• A roundtrip airline ticket
• Rental car expenses (if allowed)

Can I arrange my own travel?

Yes. If you choose to arrange your own travel, you will need to initially work with the CivilityMS travel and relocation coordinator. You can then submit a request for expense reimbursement upon your return.

Review the allowable expenses with a CivilityMS travel and relocation coordinator prior to traveling.

Follow these travel rules

• You must submit all interview travel requests 14 business days prior to scheduled interviews. Please be advised that there is not a guarantee of reimbursement for last-minute interview travel requests.
• We must approve all interview travel requests before you travel. If you fail to get prior approval, we will not reimburse your expenses.
• You must complete all interview travel per Federal Travel Regulations and NHSC travel policies.
• We won’t cover the cost of travel to a site more than once.
• We only allow travel requests for job interviews during your initial job search. Travel funds cannot be used to interview for a possible transfer to a new site after your initial placement.

How to request travel approval and reimbursement

If you want to work in Alaska, Hawaii, or any one of the U.S. territories, contact the following regional supervisors to discuss additional requirements:

• Alaska – Email CDR Khang Ngo
• Hawaii and the Pacific Trust Islands – Email Michele Huitric
• Puerto Rico and the U.S. Virgin Islands –  Email CAPT Kit Burnham
• Request approval for your interview at least 14 days in advance.
• If a site notifies you about a last minute interview, submit your request as soon as possible.
• Find the travel and relocation request link in the “I NEED TO…” section.

Note : If you are interviewing with multiple sites during your travel, add all sites to the same interview request.

• We confirm it through the BHW Customer Service Portal.
• Send any changes to your request—after you submit it—to your Regional Analyst. You can also ask a question via the Portal.
• Upon approval, a CivilityMS Travel and Relocation Coordinator will contact you to schedule an appointment to discuss travel arrangements and guidelines.
• Submit your online expense report to the CivilityMS travel and relocation coordinator.
• The coordinator usually processes reimbursements within 30–60 business days.

Note : Confirm you have a valid email address and phone number listed in the BHW Customer Service Portal so CivilityMS can contact you.

When will I receive my reimbursement?

We reimburse you after you submit the online expense report to your CivilityMS travel and relocation coordinator. You must include original receipts.

What we allow for family members

We consider a family member to be anyone relocating with you during your NHSC service.

Do you provide a travel allotment for family members?

Yes. We provide $1,200 for a family member to join you on one interview trip.

This covers the cost of transportation, meals, and incidentals--but, not hotel costs.

We only reimburse family members for the standard three-day travel. This applies even if we approved you for extended interview travel.

Note : You can’t use the family member allotment for other Scholars, even if they're family members.

What rules apply to family member travel?

• You must depart and return together when traveling.
• You must stay in one hotel room.
• Lodging Amount must not exceed the General Services Administration (GSA) lodging per diem rate for the location.
• Use your privately-owned vehicle for a round-trip site visit.
• Drive your privately-owned vehicle to and from the closest accommodating airport.

We use the Federal Travel Regulation (FTR) mileage reimbursement rate (DOCX - 27 KB) . It includes the cost of gas.

• Per diem Covers meals and incidentals— determined by location .
• Airport parking
• Public transportation or taxis
• We must approve in advance.
• You should only use a rental car if there’s a significant distance between the airport and the interview site.
• You will obtain the most economic rental.

Note : We won't reimburse personal expenses, excluding per diem. Use your travel allotment for job interviews only .

How to travel with other members of my scholar class

You may wish to travel with another member of your Scholar class. If so, you must each use your own allotment to cover travel costs to interviews.

What to do if a site’s HPSA score changes

A site’s HPSA score may decrease after your interview.

If you receive and accept a job offer within six months of your interview—we'll honor the site’s original HPSA score. This is true even if the score decreases below your HPSA requirement.

• Confirm the site’s HPSA score with your Regional Analyst prior to the interview.
• Submit an official interview travel request via the BHW Customer Service Portal.
• After six months, you will no longer be eligible to work at that site. You will have to resume your job search.

Note: Submit a request for all job interviews. You must do this if you want to use the site's current HPSA score for up to six months after your interview.

We require the request:

• Even if your interview is local or virtual; or
• Whether or not you'll request travel funds.

What to do next

You’ve secured a job at an NHSC-approved site. Now, learn how NHSC can help manage and reimburse your relocation expenses .

Related resources

Program guidance.

• NHSC SP Application and Program Guidance (PDF - 554 KB)
• 2024 – 2025 NHSC Postgraduate Training Bulletin (PDF - 376 KB)
• NHSC SP Award: Tax Implications
• NHSC Scholarship Program Milestones (PDF - 265 KB)

Helpful tips

• Before, During, & After Your Interview (PDF - 243 KB)
• From Training to Service (PDF - 264 KB)
• How to Choose Your Site (PDF - 181 KB)
• HPSAs and Your Site (PDF - 102 KB)
• Health Workforce Connector
• Virtual Job Fairs
• NHSC Scholar Orientation and Employment Search Guide (PDF)

• Privacy Policy

Interview Expense Reimbursements Policy with Form

Travel reimbursements for interview candidates:

• The individual would be expected to pay the expenses directly and then be reimbursed, except in a case where that would prove to be an extreme financial hardship

• Reimbursement of travel expenses for candidates is permitted if approved by the reporting HR.

• Reimbursement will be allowed only for finalists for a position. It is expected that telephone interviews only will be used in the initial round of interviews for those candidates who cannot be present for the interview.

• There is a maximum cap of 25000/-INR for any reimbursement including Lodging/Food/Travel/Misc. Expenses.

• Candidates will be reimbursed for reasonable costs, which could include the if they travel by car, railroad costs, or airline travel.

Preferred Mode of Travel for Interviewee-

Trainees/Executives/Associate Mgrs/Mgrs – 3rd AC train fare/bus AGM/GM/AVP – Economy air fare/1st class AC train VP/EVP/President/CEO – Business class or actuals.

Apart from this, special approvals can be given by the concerned HOD in some cases like if the candidate is coming from a long distance or the interview has to be scheduled immediately etc

Click Here To Download Reimbursement Form

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