Interview expenses policy

Where a candidate is attending a job interview at the University and is travelling from outside a 30-mile radius of Bristol, the University will normally reimburse reasonable travel and, if applicable, accommodation costs from the interview expenses budget held by HR. This will be for the individual candidate; the University will not be able to meet any costs for anyone else travelling with them.

The University HR Resourcing Manager's decision is final in relation to the application of this policy. The University reserves the right not to pay the expenses of a candidate who is offered employment but declines to accept it where the reason(s) for non-acceptance are relating to issues not disclosed to the University prior to the interview.

Travel

The following will normally be reimbursed:

• Public transport from within the UK to the value of standard rail or coach fares or, where more economical overall, the standard fares for domestic flights;
• Local bus or taxi fares associated with the journey to and from the University, excluding long-distance taxi fares;
• Private or hire car travel at 25p per mile, including reasonable parking charges;
• Standard fare flights from outside the UK. Applicants should seek the best value flight possible and the University reserves the right only to pay up to this value where it is exceeded.

Accommodation and associated expenses

The University will reimburse reasonable single occupancy bed and breakfast hotel accommodation up to £120.00 for one night. There are a number of hotels providing good quality accommodation at reasonable rates close to the University, including the following:  

• The Avon Gorge Hotel
• The Clifton Hotels Group
• Hotel Ibis Bristol
• Premier Inn Bristol
• Victoria Square Hotel

In line with the University's travel and expenses requirements for staff, accommodation booked through Airbnb or other short-term unregulated accommodation providers will not normally be approved for candidates, as these providers do not offer the same safety assurance arrangements as hotels. Exceptions must be approved in advance and only where there is a clear justification and the relevant School or Division has assessed and accepted the risks.

Any additional expenses incurred (e.g. food and drink, newspapers, telephone calls etc.) will not be reimbursed.

Submitting an expenses claim

Expense claims must be submitted on the University's Interview Expenses Form (PDF, 649kB). Applicants should send their completed expenses form and tickets/receipts to the HR contact for the vacancy to be authorised. The University’s Finance Office will then make a BACS payment.   

Please note, expense claims can only be processed where they are fully completed and accompanied by the appropriate original tickets and receipts confirming date of travel, accommodation or purchase, and the cost. Bank statement or credit/debit card receipts alone cannot be accepted as evidence of expense.

Any queries regarding an expenses claim should be made to the HR contact for the vacancy.