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Interview Travel

Travel preapproval and reimbursement process information for invited Laboratory job interviewees.

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  • Interview Travel
  • (505) 667-5859

Interview travel process

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 Applicant Travel Procedure TR9014 (pdf) and Applicant Travel Guide (pdf).

  1. Interviewee applies for a job using the iRecruitment Jobs site.
  2. Hiring organization obtains manager pre-approval through a Travel Request in the LANL Travel System for the interviewee before incurring any travel expenses.
  3. Airfare, Hotel and Car Rental should be booked in Concur by the hiring organization per LANL Policy to prevent charges and fees that are not reimbursable. These reservations will be booked using a LANL Corporate Card to streamline the expense reporting. The traveler should fill out the Interviewee Travel Information (pdf) and send to the point of contact to assist with all information needed to make the reservations.
  4. Interviewee travels to Los Alamos for an interview with the hiring organization.
  5. 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.)
  6. Hiring organization administrator creates an Expense report, attaches receipts and submits for Travel Office Review
  7. The Travel Office  reviews the claim based on Federal travel regulations and mails the reimbursement to the interviewee using the address on file.

Allowed reimbursement expenses

Receipts are required for all expenses except meals. Reimbursement is based on Federal travel regulations.

  • En route Travel: By plane or privately owned vehicle. Mileage over 400 miles requires an official fare quote.
  • Rental Car: Rented through Hertz Car Rental using the Lab's corporate discount number (CDP) 72120.
  • Gasoline: Used for rental car only
  • Parking: At airport only
  • Local Transportation: Taxies and shuttles
  • Meals and Incidentals: Calculated based on the maximum allowable rate for the lodging location Los Alamos, NM. See GSA Domestic Per Diem Rates.
  • Lodging: Reimbursed at the Los Alamos rate, since it is the point of business.
  • Airfare, Car rental, and lodging will be paid by LANL upon booking through LANL Travel System.