When it comes to retained executive search, the process extends far beyond identifying and vetting talent. One of the most overlooked — yet critical — aspects of the candidate experience is how travel expenses are handled and billed during interviews, site visits, or assessment meetings.
Done right, this process enhances the client’s employer brand, ensures a smooth candidate journey, and prevents unnecessary disputes. Done poorly, it can leave senior candidates frustrated and clients blindsided by unexpected costs.
In this article, we unpack the retained executive search candidate travel reimbursement process, offer best practices for handling C-suite candidate travel expenses, and explain how to clearly define responsibilities in your search agreement.
The Foundational Principle: Candidates Should Never Be Out-of-Pocket
“As a foundational principle, the candidate should never be out-of-pocket for pre-approved travel expenses.”
This rule sets the tone for everything that follows. When a senior executive is traveling for interviews or assessments, they expect professionalism and respect — and that includes not having to chase down reimbursements.
Whether it’s a flight across the country or a hotel stay near headquarters, pre-approved travel costs should either be:
- Paid upfront by the search firm or hiring company, or
- Promptly reimbursed upon submission of receipts.
Who Pays? Understanding the Billing Responsibility
“Travel costs are typically billed as direct ‘pass-through expenses’ without administrative markup.”
In nearly all retained searches, the hiring company is responsible for candidate travel expenses. The search firm manages logistics, but expenses are either:
- Paid directly by the hiring company, or
- Paid by the search firm and invoiced to the client as a pass-through.
These pass-through expenses are not subject to markup and are billed exactly as incurred, usually with receipts and a summary attached to the search firm’s monthly or milestone invoice.
✅ Pro Tip: This arrangement should be clearly spelled out in the “Fees and Expenses” section of the search agreement.
Including Travel in the Executive Search Agreement
“Executive search agreement travel expense clause example”
To avoid miscommunication, your search agreement should contain a dedicated clause specifying:
- Who is responsible for booking travel
- What types of expenses are eligible for reimbursement (e.g., airfare, lodging, meals, car service)
- Billing and reimbursement timelines
- Whether the search firm will handle travel directly or expect the client to coordinate
Here’s a simplified example clause:
Travel & Expenses Clause:
“All candidate travel and lodging expenses incurred during the interview process shall be considered pass-through expenses and will be reimbursed by the Client upon receipt of a detailed invoice. The Search Firm will coordinate all travel logistics in consultation with the Client. Business class airfare may be booked for flights exceeding three hours in duration.”
White-Glove Travel Experience Reflects on the Employer Brand
“Creating a ‘white-glove’ travel experience that reflects on the client’s brand.”
For C-suite and senior leadership roles, the candidate’s travel experience is often their first direct interaction with the organization. Poor logistics or late reimbursements can taint impressions.
Retained search firms should aim to:
- Provide clear itineraries ahead of time
- Offer concierge-style booking and support
- Arrange reliable airport pickups or black car services
- Ensure business-class or first-class travel for long-haul flights
This approach not only reflects professionalism but subtly communicates how much the client values the candidate’s time and interest.
Confidentiality: A Critical Concern in Executive Travel
“Handling travel logistics with an emphasis on candidate confidentiality and discretion.”
In many retained searches — particularly confidential replacements or poaching scenarios — maintaining secrecy is paramount.
Best practices for discreet travel management include:
- Never using the client’s internal travel booking portals (which may be visible to HR or finance)
- Using the candidate’s personal credit card and reimbursing expenses instead of booking via a company account
- Sending itineraries to personal email addresses, not work emails
- Avoiding naming the hiring company in public-facing reservations (e.g., car service signs at airports)
These steps protect both the candidate and the client from reputational or legal exposure.
Defining a Clear Candidate Travel & Expense (T&E) Policy
“The importance of a clear and pre-communicated Candidate Travel & Expense (T&E) Policy.”
A well-documented Candidate T&E Policy prevents confusion, ensures fairness, and speeds up reimbursements.
Key elements to include:
- Airfare Class: e.g., Business Class for flights over 3 hours
- Hotel Standards: e.g., minimum 4-star rating
- Meal Allowances: e.g., $75 per day or actual cost with receipts
- Ground Transportation: car service or rideshare allowed
- Receipt Submission Process: timeline and preferred format (e.g., scanned PDFs)
- Reimbursement Timelines: e.g., within 10 business days of receipt submission
This policy should be shared with candidates in advance of any travel, ideally by the search firm as part of the interview preparation process.
Summary: A Seamless Process is a Strategic Advantage
Handling candidate travel expenses during a retained executive search is more than a back-office function — it’s a strategic component of the recruitment process.
When done right, it:
- Enhances the candidate experience
- Strengthens the employer brand
- Reflects the professionalism of the search firm
- Prevents disputes or surprises for the client
A clear policy, thoughtful planning, and attention to confidentiality go a long way in making retained search not just effective — but exceptional.
Bonus: Sample Reimbursement Workflow
| Step | Responsibility | Notes |
|---|---|---|
| Approve travel itinerary | Client & Search Firm | Ensure clarity before booking |
| Book travel | Search Firm | Business class, 4-star hotel, black car service |
| Track expenses | Search Firm | Use detailed spreadsheets or expense apps |
| Submit invoice with receipts | Search Firm to Client | Monthly or milestone basis |
| Reimburse expenses | Client | Within 10 business days recommended |
Related Questions Answered
- Who pays for candidate travel in a confidential executive search?
Always the hiring company, with discretion managed by the search firm. - How to create a candidate travel expense policy for clients?
Use clear templates, align with client expectations, and include it in the kickoff documentation. - Is it ever okay to ask the candidate to book their own travel?
Only with pre-approval, and they must be reimbursed quickly. For top-tier roles, it’s best to offer a fully managed process.
Beyond Expenses: Understanding the Full Retained Search Model
Handling candidate travel expenses with professionalism and clarity is a hallmark of a successful retained search partnership. It’s a critical detail that reflects on the quality of the process and the respect shown to high-caliber talent.
However, these pass-through costs are just one piece of the larger financial puzzle. To truly appreciate the strategic value and partnership inherent in this model, it’s essential to understand how the primary fee structure works, what that investment includes, and how it ultimately delivers a significant return on investment (ROI).
To see how these expenses fit into the complete financial framework and to master the economics of high-level recruitment, we invite you to read our comprehensive pillar post:
➡️ Read Our Guide: The Retained Search Fee Structure Explained: A Guide to Pricing & ROI
