Payment of Interview Expenses Procedure
Effective from July 2016
Version 3
Author: Gillian Hobson
Owner: HR Division
University of Salford
Payment of Interview Expenses Procedure Version 3
Table of Contents
Document Control................................................................................................................................... 3
Scope and Purpose of Procedure ............................................................................................................ 3
Version Control ....................................................................................................................................... 4
1
Detail of Procedure ......................................................................................................................... 4
1.1
Procedure overview ................................................................................................................ 4
1.2
Aim of the procedure .............................................................................................................. 4
2
Approval Process for all Claims ....................................................................................................... 4
2.1
Costs for reimbursement of interview expenses.................................................................... 4
2.2
Approval for applicants from outside the UK – Prior to inviting to interview ........................ 4
2.3
Approval for travel by air ........................................................................................................ 5
2.4
Approval for interviews which may require overnight stays .................................................. 5
3
Eligibility .......................................................................................................................................... 5
3.1
Eligible Applicants ................................................................................................................... 5
3.2
Relevant Claims ....................................................................................................................... 5
3.3
Time Limits .............................................................................................................................. 5
4
Permissible and Non-Permissible Expenses.................................................................................... 5
4.1
Permissible Costs .................................................................................................................... 5
4.2
Non-Permissible costs............................................................................................................. 6
5
International Interview Expenses ................................................................................................... 7
5.1
Non-Permissible costs for International ................................................................................. 7
6
How to Make a Claim ...................................................................................................................... 7
7
Queries on Claims ........................................................................................................................... 7
8
Time Limits for Making Claims ........................................................................................................ 8
8.1
9
10
Time Limits ............................................................................................................................. 8
Variation.......................................................................................................................................... 8
List of Appendices ....................................................................................................................... 8
Appendix A: Claim Form for Interview Expenses .................................................................................... 9
2
University of Salford
Payment of Interview Expenses Procedure Version 3
Document Control
Document Name:
Payment of Interview Expenses Procedure
Ref & version no.:
Version 3
Status:
Live
Equality Impact
Assessment:
Pending
Approved by:
University Executive
Effective from:
July 2016
Date for review:
As Required
Author:
Gillian Hobson
Owner:
HR Division
Document control:
All printed versions of this document are classified as uncontrolled.
A controlled version of this document is available from Human
Resources website. Questions on this policy should be initially
directed to HR Services on 0161 295 2121.
Scope and Purpose of Procedure
This purpose of this procedure is to formalise how the University applies the payment of
interview expenses. This scope is for any interview applicants for a grade 7 (and above) role
who live 40 miles or more away from the University or designated interview location.
Procedure start point:
Not applicable
Linked Policies/
Procedures:
2011 Staff Travel & Expenses Benefit
Who this procedure
applies to:
This procedure applies to interview applicants for all grade 7 (and
above) roles who live 40 miles or more away from the University or
designated interview location.
Procedure users:




Procedure end point:
Not applicable
The Management team within the University will be
responsible for agreeing to the costs associated with this
procedure
Human Resources Division will be responsible for providing
guidance and direction in addition to approving all claims
associated with this procedure
Finance Division will be responsible for processing the payment
of such expenses
Any applicants/employees where reimbursement of such
expenses has been approved
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Payment of Interview Expenses Procedure Version 3
Version Control
Version number:
Date:
Nature of Change (reasons/comments)
Version 1
June 2008
Revised Procedure
Version 2
December 2011
Revised Procedure & Application
Version 3
July 2016
Revised Procedure & Application
1 Detail of Procedure
1.1 Procedure overview
The University is committed to securing the appointment of the highest standard of candidates
through its recruitment and selection process and it aims to ensure that geographical mobility is not
a barrier to appointing such candidates. By providing financial assistance for interview expenses
(where agreed) the University will ensure its recruitment process remains competitive. This
procedure sets out the principles that will be adopted in all cases where the payment of interview
expenses has been approved.
1.2 Aim of the procedure
1.2.1
To ensure the University remains competitive in recruiting the highest calibre of candidates.
1.2.2
To provide assistance with costs incurred for interviews.
1.2.3
To ensure there is rigour and fairness to how the University reimburse such costs.
2 Approval Process for all Claims
2.1 Costs for reimbursement of interview expenses
 Recruiting managers should consider the times, locations and nature of selection applied for
any interviews to minimise the potential costs. For example if a selection centre is required,
can selection/interviews be carried out mid-morning to mid-afternoon to prevent applicants
travelling during peak times etc.
 For applicants within the UK the recruiting managers should be aware that the costs could be
up to a maximum of £150 per applicant which is paid for from the HR budget. Anything above
£150 must be paid for from the relevant School/Professional Services area budget.
 For applicants outside the UK the recruiting managers should be aware that the costs could
be up to a maximum of £300 per applicant which is paid for from the HR budget subject to
prior approval. Anything above £300 must be paid for from the relevant School/Professional
Service area budget.
2.2 Approval for applicants from outside the UK – Prior to inviting to interview
The recruiting manager should discuss any overseas applicants with their PVC or the DVC in advance
of any invitations to interview being sent out. The discussion should establish if the local labour
market does not offer suitable applicants and if there is a definitive need for the overseas applicant
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to attend interview. E mail approval should be obtained prior to expense being incurred from the
Head of School or Director of Division.
2.3 Approval for travel by air
Only if the attendance of the applicants has been approved under point 2.2 can any air travel be
approved. If agreed, the recruiting manager should arrange for a cost review to be completed
considering comparative modes of transport.
2.4 Approval for interviews which may require overnight stays
For any interviews where an overnight stay will be required the recruiting manager should discuss
with their HRBP the selection criteria to be applied, i.e. if a lengthy assessment centre is to be used.
The discussion should establish if the selection is required and is appropriate. The recruiting
manager should also consider arranging the timeframes to reduce the requirements for any
overnight stays.
3 Eligibility
Applicants will only be eligible for payment of interview expenses if they satisfy all the following
criteria within this section.
3.1 Eligible Applicants
Applicants will only be eligible for the reimbursement of these expenses if they meet all of the
following criteria;
3.1.1
The role they are being interviewed for is a grade 7 or above.
3.1.2
They live more than 40 miles away from the University or designated interview location.
3.2 Relevant Claims
Applicants will only be eligible for the reimbursement of the costs as outlined in section 4 of this
procedure.
3.3 Time Limits
All claim forms must be submitted within 1 month of the expense being incurred. Anything received
after this cut-off period will not be reimbursed.
4 Permissible and Non-Permissible Expenses
4.1 Permissible Costs
There are a number of permissible costs which may be paid under the Universities procedure.. These
are approved and agreed at the Universities discretion. Outlined below are the costs the University
deem permissible.
4.1.1 The University is in a prime location with excellent public transport links and travel to the
University via the following forms of public transport is permissible:
 Rail. Only standard class rail will be refunded and where possible applicants should
attempt to buy tickets in advance of the interview and avoid travelling during peak hours.
 Bus and/or Metro.
 Air. This will only be approved in exceptional circumstances and where prior approval
from the PVC/DVC and the recruiting manager has been provided (see section 2.4).
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4.1.2
Travel to the University via an applicant’s own car is permissible and is paid at 25p per mile
minus the first 40 miles of any round trip journey. There is ample onsite parking at the
University and car parking fees of £4 will be reimbursed to applicants.
4.1.3
Accommodation costs which have been pre-approved will be reimbursed to a maximum of
£90 a night including breakfast outside greater London or £85 without breakfast (in line with
Staff travel & other expenses policy).
 Only one nights’ accommodation will be reimbursed (unless in exceptional
circumstances which requires pre-approval).
 The accommodation must be within 10 miles of the University or the location of the
interview and should allow for ease of travel to the interview.
4.1.4
If applicants are prevented from taking meals at their home or normal place, meal
allowances may be payable at the following rates for reasonable costs incurred;
 Breakfast - £5
 Lunch - £10
 Dinner - £20
To qualify for reimbursement, applicants must meet the following criteria and may be
requested to provide evidence that they have complied;
 be away from home/normal place for 3 hours or more and
 be prevented from following their normal meal arrangements, and
 incur expenditure in addition to their normal outlay, and
 necessarily incur that expenditure.
In addition, the following criteria must be met for each meal, again applicants may be
requested to provide evidence that they have met this criteria:
 Breakfast - the trip to attend the interview must start at or before 7am (and end after
9am).
 Lunch - the trip to attend the interview must completely span the period 11.30am to
2.30pm.
 Dinner - the trip to attend the interview must end at or later than 8pm.
4.1.5
Only reasonable costs incurred for which original itemised receipts are provided are
permissible. Reasonable costs will be determined at the University’s discretion. Additionally,
only original itemised receipts will be accepted.
4.2 Non-Permissible costs
The following lists non permissible costs and will not be reimbursed. Please note this list is not
exhaustive.
4.2.1
These public transport costs will not be paid;




Any first class travel
Any air travel which has not received prior approval
Any unreasonable travel costs
Any taxi fares where the interview takes place at any of the Universities main locations.
The University in a prime location with excellent public transport links and applicants
should plan and manage their journey accordingly to avoid the need to use taxis. The
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only exception to this is where the interview takes place outside of a main campus in a
location with poor public transport links.
4.2.2
Any other costs associated with running a car.
4.2.3
Any accommodation costs which have not pre-approved will not be reimbursed.
4.2.4
These following costs associated with subsistence will not be reimbursed;
 Any alcoholic drinks
 Any gratuities
4.2.5
Any subsistence costs which are deemed to be unreasonable and any costs where there are
no original receipts.
5 International Interview Expenses
For any applicants to the University from outside of the UK the University may reimburse interview
costs. The same criteria in relation to approval, eligibility and permissible costs apply with the
following additions/exceptions.
5.1 Non-Permissible costs for International



The costs of obtaining visas and passports
Insurance costs
Any air-fare which is not pre-approved by the University
6 How to Make a Claim
In order to make a claim for the reimbursement of interview expenses, applicants must adhere to
the following;





Read the payment of interview expenses procedure to understand if their proposed claim
is eligible
Discuss the claim with the relevant manager (line manager/recruiting manager/HR)
Complete the Claim form found in appendix A
Submit one completed claim form for all expenses incurred to HR Central Services with all
supporting documentation (i.e. original itemised receipts) within 1 month of incurring the
costs
Once approved, the reimbursed payments will be processed via finance to the applicants
bank account or via payroll if they have been successful in recruitment. Payment would
normally be made within 30 days of receiving the approved claim form.
N.B Applicants can only submit one claim form per interview attended.
7 Queries on Claims
If you have a query regarding an outstanding claim you should contact the HR Central Service Team
by email at [email protected] or call 0161 295 2121.Time Limits for Making Claims
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8 Time Limits for Making Claims
8.1 Time Limits
Applicants must make a claim for interview expenses within one month of incurring the costs. Any
claims submitted after this date will not be processed.
9 Variation
The terms for the reimbursement of any interview expenses may vary at any time at the Universities
discretion.
10 List of Appendices

Appendix A: Claim Form for Interview Expenses
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Payment of Interview Expenses Procedure Version 3
Appendix A: Claim Form for Interview Expenses
PLEASE COMPLETE THIS FORM IN BLOCK CAPITALS AND BLACK PEN
Claimant’s Name: ___________________________
Role Applied for: ___________________________
Date of Interview: ___________________________
Claimants telephone number: ___________________________
WCN reference number : ___________________________
Location of Interview: ________________________________
Claimants email address: ___________________________
Sch/ Div:
___________________________
Address of Claimant: ___________________________ ___________________________________________________
Name of Bank: ___________________________
Bank Sort Code:
Bank Acct No:
DETAILS OF EXPENSES TO BE CLAIMED:
Public transport:
Rail - £________. Bus/Metro - £________. Air* - £________ (*Must be pre-approved).
Private transport:
Total Mileage Driven ________. Total Mileage Claimed (- first 40miles) ________. From postcode ________ to ________.
At 25p per mile £________.
Car Parking £________.
Taxi £________ (*only if Interview off-site from the University).
Accommodation:
Date of stay - ________ and cost £________ (Note a max of £90/£85 will be paid towards this cost).
Name of Hotel:_______________________ Location:
Subsistence:
Start time for Journey/Interview ________. End time for journey/Interview ________.
Breakfast (7am – 9am) - £________. Lunch (11.30am -2.30pm) - £________. Dinner (must be after 8pm) - £________.
TOTAL COST OF CLAIM: £________________.I certify that this is a true statement of expenses necessarily incurred and
that I have provided full and original itemised receipts for all expenses claimed above.
Claimant’s signature……………………………………………………. Date ……………………………
FOR HR AND FINANCE USE ONLY
Account
Cost Centre
(HR – up to
£150 UK, or £300 International)
Cost Centre (School/PS Area Project
1902
RZ
HR:
HR Approver’s signature
Finance:
Supplier ID: …………………
Finance Approver’s signature
Amount approved
if over £150 UK or £300 Int.)
£
……………………………………………………. Date ……………………………
Document No: …………………
Input Date: …………………
……………………………………………………. Date ……………………………
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