Gilead Candidate Expense Reimbursement

Guidelines for Reimbursement

Acceptance of the Gilead travel policy is required in order to be reimbursed for interview expenses.

Scope

This document applies to all candidates and provides requirements and established procedures when incurring travel expenses while interviewing with Gilead Sciences, Inc.

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 your interview date.

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 itemized 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.

Emergency / En-Route Changes

Candidates may use the toll-free emergency travel phone number for emergency after hours assistance. Contact 1-800-668-1116 and reference the "executive code" listed on your itinerary. Air, hotel or car reservations requiring emergency changes with additional charges must have authorization from the Gilead travel team lead.

Transportation Expenses

Gilead will reimburse you for parking fees at airport facilities and highway tolls. The following taxi fares are also reimbursable: home to/from airport, airport to hotel, airport to Gilead campus or hotel to Gilead campus. Personal mileage is reimbursed at the current IRS standard mileage rate. If you rent a car, Gilead encourages you to refuel the vehicle prior to returning and expensing the fuel cost. All relevant gratuities will be reimbursed up to a maximum of 20%.

Personal Meal Expenses

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 $50 USD (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
  • Baby-sitting and child care
  • Family / partner accompanying traveler
  • Frequent flyer award tickets
  • Free flight, hotel or car rental coupons
  • Hotel upgrades
  • Personal aircraft or non-approved aircraft charter expenses
  • Personal credit charge card fees and interest charges
  • Personal entertainment including:
    • Movie, videos or DVD rentals in hotel room
    • Movie theatre tickets
    • Earphones in flight
  • Pet-boarding expenses
  • Sports and Social Club (golf, country, tennis clubs) dues and memberships
  • Supplemental rental automobile insurance*
  • Fines for traffic or parking violations*
  • Toiletries
  • Travel expenses for other individuals
  • Trip or flight insurance

* Candidates are responsible for having their own insurance coverage (collision and liability) for any car rentals. Gilead is not liable for any damages resulting from accidents for which the candidate is responsible. Candidates are required to turn in the rental vehicle booked by the Gilead Travel Office within twenty-four (24) hours of completion of their interview. Any charges incurred beyond this time frame will be the candidate's responsibility.