The Recruiting Team at Quantcast will be responsible for booking all travel and hotel bookings for candidates. However, in the case that a candidate books his or her own travel or hotel, please follow the below guidelines for booking and reimbursement.
Air / Rail Travel
Air travel reservations should be made in such a manner as to secure the best available fare. Available resources include, but are not limited to: travel agents, online resources, directly with the airlines or in-house administrators. ALL AIR TRAVEL MUST BE IN COACH CLASS AND NOT EXCEED $300 (origin West of Denver) USD or $600 USD (origin East of Denver).
When traveling by air:
- Candidates are expected to use the lowest logical airfare available.
- Air travel may require a connection or the use of alternative airports in order to reduce travel costs.
- Candidates are required to travel in coach/economy class.
Ground Transportation: Taxi and Train
Candidates are expected to use the least expensive form of transportation available. Public transportation should be utilized over cabs whenever possible.
Candidates traveling locally using ride share services, like Uber or Lyft, should keep costs around or below the $80 a day limit. Quantcast will not reimburse candidates who travel locally for the day above that amount.
Lodging and Hotel
Hotel reservations should be made in such a manner as to secure the best available rate and must be booked in a standard room.
Pre-tax hotel cost should not exceed:
- $375 per night in New York City
- $300 per night in San Francisco, Los Angeles and Chicago
- $250 per night in other parts of the U.S.
- £200 per night in London
Hotels should be selected as close as possible to the business location in order to minimize transportation costs.
Hotel expenses are usually booked through the Recruiting team, but in the case that a candidate books his or her own hotel room, the cost will be reimbursed through a reimbursement report. All pages of the original hotel receipt must be included. Ancillary services such as movies, internet, fitness centers, shoes shine, valet, mini-bar etc. are not reimbursable.
Candidates should submit expense reports no later than 30 days following the completion of the trip or of incurring the expense. Expenses submitted for reimbursement 30 days after being incurred will not be accepted.
Documentation and receipts will not be required if the Talent Acquisition team is booking your travel. Meals and ground transportation will be covered via your pre-paid VISA card provided by your recruiting coordinator.
For candidates who are booking their own travel, the following information must be provided in order to be reimbursed for any recruiting-related expenses:
- Appropriate mailing address to send reimbursement check or complete a form with your bank accounts details for deposit into your account (this is our preference).
- Receipts for all expenditures. Quantcast will not be able to reimburse for an expenses that do not have a receipt.
Approval / Authorization / Payment Process
The candidate will submit all receipts for reimbursement to the recruiting coordinator. Scanned receipts must have the date and total cost visible in order to be submitted. The recruiting coordinator, and in some cases Manager of Recruiting as well, will approve all reimbursement reports.
Once approval has been obtained, the Quantcast Talent Acquisition team will pass along the reimbursement claim to our Accounts Payable department who will process the request and mail a reimbursement check to the candidate’s provided address or deposit directly to your bank account. Once submitted, reimbursements can about 6-8 weeks to be sent, we appreciate your patience!