Candidate Reimbursement Policy Template

Get two ready-to-use interview expense reimbursement policy templates, plus best practices for creating your own.

What you'll get

Two policy templates

One comprehensive and one streamlined — adapt either to your company's needs.

Covers common expense categories

Airfare, hotel, meals, ground transportation, mileage, and more.

Ready to customize

Edit the limits, exclusions, and submission requirements to match your company.

Used by recruiting teams at companies of all sizes — from startups to Fortune 500.

Get free policy templates

Two templatesReady to customizeFree

How to write a candidate reimbursement policy

Whether you use our templates or start from scratch, these three principles will help you create a policy that protects your company and respects your candidates.

Be upfront

Include your reimbursement policy in the job posting or early in the interview scheduling process. If your company reimburses interview expenses, say so — it's a competitive advantage. If it doesn't, candidates deserve to know before they book travel. Either way, setting expectations early prevents surprises and builds trust.

Be transparent

Spell out exactly what's covered and what's not. Will you reimburse airfare, hotel, meals, and ground transportation? Are there daily limits? Are flight upgrades, alcohol, or baggage fees excluded? Do candidates need to submit receipts? A clear policy eliminates back-and-forth and makes the experience smoother for candidates and recruiters alike.

Be concise

A great policy is only half the equation — the submission and payout process matters just as much. Make it easy for candidates to submit expenses from any device. Communicate an expected payout timeline. The faster and simpler the experience, the better impression your company leaves with every candidate.

The policy is step one. Reimbi handles the rest.

Once you have a reimbursement policy, you need a way to enforce it and deliver a fast, professional experience to every candidate. That's what Reimbi does.

Share your policy

Attach your policy so candidates see it before they submit expenses.

Easy expense submission

Candidates submit from any device — no account, no app, no training.

Enforce policy limits

Set spending limits and category rules that are enforced automatically.

Same-day payouts

90%+ of payouts are sent the same day they're approved.

Frequently asked questions

Do I need a candidate reimbursement policy?: Yes. Any company that reimburses candidates for interview-related expenses should have a written policy. It sets expectations, protects the company from disputes, and gives candidates confidence that they'll be treated fairly. Even if your policy is simple, having it documented avoids confusion.
What should a candidate reimbursement policy cover?: At minimum, your policy should specify which expense categories are covered (airfare, hotel, meals, ground transportation, mileage), any spending limits or daily caps, what's excluded (flight upgrades, alcohol, baggage fees), whether receipts are required, and how and when reimbursement will be issued.
When should I share the policy with candidates?: Share it as early as possible — ideally when scheduling the on-site interview. Including it in the job posting is even better. Candidates who know the policy upfront are more comfortable traveling for interviews and less likely to have questions after the fact.
How long should reimbursement take?: Candidates expect to be reimbursed quickly. Weeks-long timelines tied to corporate payment cycles leave a poor impression. With Reimbi, 90%+ of payouts are sent the same day they're approved. If you're using an internal AP process, aim for the shortest turnaround your team can support.
What's the difference between a reimbursement policy and a reimbursement tool?: The policy defines the rules — what's covered, limits, and expectations. The tool is how you execute it — how candidates submit expenses, how approvals are routed, and how payouts are made. Reimbi is the tool that brings your policy to life with automated enforcement, easy submission, and fast payouts.

Candidate NPS

90%+

Rated 9 or 10 / 10

SOC 2 Type II

Certified

Trusted by teams at Toast

Ready to modernize candidate reimbursements?

Your team spends less time on reimbursements. Your candidates get paid faster. See how Reimbi makes both happen.