Interview Travel

Interview travel information and reimbursement

Interview travel will be reimbursed only when a Laboratory organization has invited a candidate to come to the Laboratory to interview for a specific job and the following process is used. Eligible expenses are paid post-interview only. 

Before beginning review these documents:

• Applicant Travel Procedure TR9014 (pdf)
• Applicant Travel Guide (pdf)

Process Overview

1. Interviewee applies for a job using the lanl.jobs site.
2. Once the Recruiting Team selects which applicant(s) to travel for an interview, the Applicant Travel Reimbursement flag, Travel Interview Date and Interview Organization are entered in Oracle iRecruitment for the selected applicant(s).
3. Hiring organization obtains manager pre-approval through a Travel Request in the Lab's Travel System for the interviewee before incurring any travel expenses.
4. Airfare, Hotel and Car Rental should be booked in Concur by the hiring organization per Laboratory Policy to prevent charges and fees that are not reimbursable. Airfare and Car Rental reservations will be booked using a Laboratory Corporate Card, but Hotel must be booked using the applicant’s personal card. The traveler should fill out the Interviewee Travel Information (pdf) to assist with the necessary information needed to make the reservations.
5. Interviewee travels to Los Alamos for an interview with the hiring organization.
6. After returning home, interviewee sends Interviewee Expense Information (pdf) with receipts for all incurred travel costs to the hiring organization administrator either by mail or through email. (Interviewee should keep copies.)
7. Hiring organization administrator creates an Expense report, attaches receipts including a signed copy of the Expense Report Detail and submits the Expense Report to the Travel Office.
8. The Travel Office reviews the claim based on Federal travel regulations and mails the reimbursement to the interviewee using the address on file.