Guidelines for Reimbursement
Scope
This document applies to all candidates who have had a face to face interview at Gilead Sciences and provides requirements and established procedures when incurring direct travel expenses while interviewing with Gilead Sciences.
Objective
To ensure you have a clear understanding of the requirements and procedures. Once you have read and accepted the terms of this policy, please submit your expense report within 30 days of the relevant interview date.
Emergency / En-Route Changes
Candidates may use the 24h Service Center (non–toll free) number for emergency after-hours assistance. Please contact 0208 757 9000 and reference the "Trip locator number" listed on your itinerary. Air, hotel or car reservations requiring emergency changes with additional charges must have authorization from the Gilead travel team lead.
Candidate Responsibility
Candidates are responsible for complying with the candidate travel policy
- Gilead assumes no obligation to reimburse candidates for expenses that are not in compliance with this policy.
- Candidates who do not comply with this travel policy may be subject to delay of reimbursement.
Receipts
Candidates must maintain itemised receipts for all expenses they are submitting for reimbursement. Copies of the receipts must be submitted along with the expense report in order to receive reimbursement.
Transportation Expenses
Gilead will reimburse you for parking fees (excluding valet parking) at airport facilities. The following taxi fares are also reimbursable: home to/from airport, airport to hotel, airport to Gilead office or hotel to Gilead office. Personal mileage is reimbursed at same rate as Gilead business mileage rate. If you rent a car, Gilead encourages you to refuel the vehicle prior to returning and expensing the fuel cost.
Personal Meal Expenses
If travel and/or overnight stay is required for the purpose of the interview, candidates will be reimbursed for personal meal expenses according to actual and reasonable costs, using the guideline below, and not to exceed a daily amount of £25 (including tax and gratuity) or equivalent currency.
Do not group single day meal expenses - please itemize!
Non-Reimbursable Items (But are not limited to)
- Airline upgrade certificates
- Alcohol or mini-bar charges
- Family / partner accompanying travellers
- Hotel upgrades
- Toiletries
- Personal entertainment including movies, videos or DVD rentals in hotel room