• Home
• Footer
• Vacancies
• HR Policies and Procedures
• Interview Expenses - Policy & Procedure

Interview Expenses - Policy & Procedure

The University's policy and procedures for interview expenses and claim form.

1.0 General Principles

• The shortlisting panel should shortlist candidates in accordance with the university’s recruitment and selection policy regardless of their geographical location.
• For all first stage interviews, where the candidate is based more than 80 miles from the university, the candidate is requested to use video conferencing and Skype where practicable. Where candidates opt to travel to the university from distances further than 80 miles away, travel expenses will not be reimbursed by the university unless in exceptional circumstances, at the discretion of the Line Manager and Head of HR with prior approval.
• The university will not normally refund expenses for a candidate if they are offered and subsequently decline the university’s offer of employment.
• Candidates are required to pay the cost of any expense incurred initially; candidates can claim reasonable expenses (as described below) back from the university following their interview. Receipts must accompany all claims.

2.0 Expense Limits

The university will cover pre-approved expenses for interview candidates on the following basis subject to the maximum limits listed below:

2.1 First stage interview candidates;

Travel & sustenance (travelling from within an 80 mile radius) £75

Travel & sustenance (travelling from more than an 80 mile radius) £150

2.2 Second stage interview candidates;

Travel, accommodation & sustenance (travelling from within the UK) £150

Travel, accommodation & sustenance (travelling from within Europe) £300

Travel, accommodation & sustenance (travelling from the rest of the World) £600

3.0 Travel Expenses

In all cases the most economical mode of transport must be considered by the candidate. For candidates who live between 30 and 80 miles from the university, expenses are reimbursed as follows:

• Economy class rail fare or car mileage for distances of between 30 and 80 miles (at a rate of 42p per mile);
• Fares for public transport for travel to and from the university or overnight accommodation if applicable
• For second stage interview candidates, economy class air fares will be reimbursed in line with the limits above where air travel presents a better economic alternative to travelling by train or is the only option available.

4.0 Accommodation and Sustenance

When the distance is such that overnight accommodation is required the university will cover the cost of 1 nights’ accommodation. HR can provide details of hotels near to the university on request.

Where a candidate is required to stay overnight to attend an interview, the university will cover the cost of breakfast and an evening meal. Any additional costs such as room service, newspapers etc. cannot be claimed back from the university.

4.1 The Procedure

Agreed interview expense claims should be submitted to Human Resources within four weeks of the interview date via the QMU Interview Expenses Claim Form attaching all relevant receipts. Claims received after four weeks may not be honoured by the university.

Once in receipt of the expenses claim it will be processed by HR and sent to Finance for payment, payment will be made via BACS transfer.

Any queries in relation to this policy should be directed to Human Resources.

Appendix 1: Interview Expenses Claim Form