Reimbursing Candidate Travel Costs
Reimbursing candidate travel costs means covering train, car, or flight expenses when a job applicant attends an in-person interview at your workplace. Swiss law does not mandate reimbursement, but fairness and competitive recruiting pressure often make it standard. Your obligation depends on interview stage, candidate seniority, and whether you invited them across canton lines.
When you invite a candidate to interview in person, they incur travel expenses—train tickets, petrol, parking, or flights. Reimbursement is not a legal requirement under the Arbeitsgesetz (ArG) or any other Swiss employment statute.
However, custom and competitive talent markets push employers to cover costs, especially for senior roles or candidates traveling from far cantons. The practice signals professionalism and removes friction for serious candidates.
When Travel Reimbursement Applies
Reimbursement is most common for interviews at final or semifinal stage—not for every initial phone screen. Geography matters: inviting a candidate from Basel to Zurich typically warrants reimbursement; a 15-minute local journey usually does not.
Seniority shifts expectations. Recruiting a senior manager or specialist from another canton almost demands it. Recruiting entry-level talent locally may not. International candidates and expatriate roles always warrant full coverage.
- Final-round interviews: almost always reimburse
- Second-round interviews: usually reimburse if cross-canton
- First-stage interviews: rarely reimburse, especially local
- Specialist or C-suite roles: always reimburse travel
- International candidates: cover all verified expenses
- Candidates you rejected: still reimburse if invited
Your Obligations and What to Cover
Swiss law does not dictate reimbursement amounts or eligibility. Instead, follow these principles: document your policy in the interview invitation; cover only reasonable, direct costs; ask the candidate to provide receipts; pay within 30 days of interview.
Cover public transport (2nd class), reasonable car mileage (typically CHF 0.70–0.80 per km following tax office norms), and parking. Do not cover meals, accommodation (unless overnight), or upgrades. Keep records for accounting and fairness audits.
- Define your policy before inviting candidates
- Reimburse actual ticket cost or standard mileage rate
- Request original receipts or booking confirmations
- Pay within 30 days; treat as expense, not salary
- Do not reimburse meals, hotels, or first-class upgrades
- Document reimbursements for audit trails
The Most Common Mistake
Employers often reimburse inconsistently—covering costs for some candidates but not others—creating fairness problems and damaging your employer brand. A candidate who paid CHF 90 for a train ticket and received nothing remembers that.
The other mistake: reimbursing without asking for proof, then having no record. This creates tax questions and makes it hard to defend spending. Always request receipts and document the business purpose (interview date, role, candidate name).
- Never reimburse without a clear, documented policy
- Do not apply different rules to different candidates
- Always collect and file receipts or booking confirmations
- Do not treat reimbursement as a negotiable salary component
- Avoid reimbursing lost time or inconvenience
- Do not delay payment—candidates notice
Frequently asked questions
- Is reimbursing travel costs a legal requirement in Switzerland?
- No. The Arbeitsgesetz (ArG) and other Swiss employment laws do not mandate reimbursement. However, fairness, custom, and competitive recruiting make it standard practice, especially for senior roles or cross-canton travel.
- How much should I reimburse for a car journey?
- Swiss tax authorities typically accept CHF 0.70–0.80 per kilometre as reasonable. Ask the candidate for odometer readings or use a mapping tool. Verify the distance and multiply by your rate. Always request a receipt or declaration of distance.
- Should I reimburse a rejected candidate?
- Yes. If you invited them in-person, you should reimburse regardless of the outcome. Declining to reimburse rejected candidates appears unfair and damages your reputation. Fairness costs less than word-of-mouth damage.
General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.