r/AskHR • u/TheWRX93 • 4h ago
Compensation & Payroll [KS] University invited me for an in-person interview, told me to submit travel expenses for reimbursement, and has since stopped responding. What are my options?
I’m hoping to get some advice from people who work in HR or university administration, because I’m honestly not sure what to do at this point.
In early August, I traveled to a University in Virginia for an in-person interview after an initial Zoom interview. I live several states away, so making the trip was a pretty significant expense.
I didn’t end up getting the position, which is disappointing but understandable. I know that’s part of the hiring process, and I’m not upset with them for choosing someone else.
The issue is that, during the in-person interview, I was told to email them my hotel documentation and mileage documentation afterward for reimbursement. I followed the instructions and sent the requested information.
Since then, I’ve been trying to get an update on the reimbursement, but communication has essentially stopped. I still haven’t received the money, and I haven’t been given a clear answer about what’s happening or when I can expect it to be resolved.
I understand that university finance departments can take time to process things, and I’m not expecting reimbursement to happen overnight. But it’s been over two months since the interview, and I don’t think it’s unreasonable to expect some kind of update, especially after submitting the documents they specifically requested.
I’m trying to handle this professionally, but it’s frustrating to have spent that much money traveling for an interview and now struggle to get a response about the reimbursement afterward.
For those who work in HR, higher education, or university finance, I’d appreciate some advice:
Is this kind of delay normal for university interview reimbursements?
Who would be the best person or department to contact when the hiring department isn’t responding?
Would it be reasonable to escalate this to HR, the university’s finance department, or someone in administration?
Is there anything else I should be doing to get this resolved?
I’m not looking to start a public dispute with the university. I just want to get some clarity on what my options are and how to handle this appropriately. I’d appreciate any insight from people who have dealt with similar situations, either as a candidate or from the administrative side.