If you’ve been invited to interview and the company is covering your travel or related costs, that’s a good thing—not just for your wallet, but because it shows the company values fairness and wants to make the experience equitable.
But if this is your first time submitting an expense report, you might be wondering:
“Wait… how do I actually get reimbursed?”
The good news? It’s not complicated. But there are a few common mistakes that can slow things down—or block your payment altogether. Here’s what every early-career professional should know before submitting their first reimbursement request.
1. 📸 Save Every Receipt (Yes, Even the Train Ticket)
The golden rule of expense reporting? No receipt, no reimbursement.
Whether it’s your bus ride, a coffee at the station, or an overnight hotel stay—hold on to every receipt. Paper receipts can get lost, so take a photo as soon as you receive one. Some systems let you upload images directly from your phone.
💡 Pro Tip: Platforms like Reimbi allow you to snap a photo and automatically extract the expense data—no manual entry required.
2. 🧾 Be Clear, Be Honest, Be Specific
When filling out your expense report, don’t just write “Meal” or “Taxi.” That’s a recipe for confusion. Be specific:
- “Lunch near interview site with recruiter”
- “Taxi from hotel to company office”
Stick to what was actually spent—this isn’t a bonus, just a reimbursement for legitimate costs. And avoid mixing personal and reimbursable expenses on the same receipt when possible.
3. 🌍 Enter Payment Details Carefully — Wherever You Are
One of the most common errors is entering incorrect payment information (where you want to receive the funds). This will delay your reimbursement and increase work for everyone involved.
Depending on where you are, the required payment info will vary:
- U.S.: Routing and account numbers
- Europe: IBAN and possibly a SWIFT/BIC code
- Other regions: May include branch codes, mobile wallet IDs, or country-specific formats
Always double-check the numbers from your bank or app. And if you're unsure what to provide, ask your contact at the company before submitting.
💸 Bonus Tip: Some reimbursement platforms (like Reimbi) offer PayPal or Venmo payouts, giving you more flexibility and fewer chances to make a typo.
4. ⏱ Don’t Wait to Submit
Filing your expense report soon after the interview benefits everyone:
- You remember the details
- You’re less likely to lose receipts
- You get your money back faster
- Finance teams can close the books on time
If the company uses a modern reimbursement platform, the process may only take a few minutes on your phone.
5. 🚫 Avoid These Rookie Mistakes
Here are a few pitfalls to steer clear of:
- ❌ Submitting without receipts
- ❌ Uploading the wrong file (e.g., boarding pass instead of a hotel invoice)
- ❌ Leaving out the purpose of the expense
- ❌ Typos in bank account or payment info
- ❌ Forgetting to press "Submit" (yes, it happens!)
TL;DR: Submitting Your Expense Report Shouldn’t Be a Mystery
Submitting your first expense report might feel like a small rite of passage. The key is to be accurate, prompt, and clear. It’s not about proving your value—it’s about making sure the company can honor its commitment to cover your costs.
And if your potential employer uses a tool like Reimbi, the process is even smoother—purpose-built for non-employees like job candidates, with mobile support and multiple payout options.
Now go get reimbursed. You’ve earned that coffee back. ☕💼💸
