3 Candidate Reimbursement Mistakes HR Leaders Still Make (And How to Fix Them)
In a competitive hiring landscape, your candidate and intern experience speaks volumes.
Whether you're recruiting future leaders through internships or hiring globally for key roles, one thing remains constant: the first impression matters. And yet, many companies still struggle to reimburse candidates and interns efficiently, compliantly, and with a user-friendly process.
Here are the top 3 reimbursement mistakes HR teams make and how Orion Mobility can help you fix them before they cost you top talent.
1. Using the Same Process for Candidates, Interns, and Employees
It’s a common shortcut: treat non-employees like employees in your expense system. But interns and candidates sit in a different category entirely and should be treated as such.
Why it’s a mistake:
Interns and candidates often don’t have access to your internal systems or employee portals.
Manual workarounds create confusion, errors, and delays.
It can create legal and compliance issues, especially when handling sensitive tax-related documentation.
The fix:
Use a platform purpose-built for non-employees. Orion Mobility’s Candidate Reimbursement solution makes it easy for both interns and candidates to submit expenses without needing access to internal platforms. Fast, compliant, and intuitive no onboarding required.
2. Overlooking Global Tax Compliance for Intern and Candidate Payments
Whether you're flying in a candidate for an interview or reimbursing a remote intern for equipment or relocation, cross-border compliance is a real concern.
Why it’s a mistake:
Tax laws vary by taxing authority and role type and treating an intern reimbursement like a payroll transaction can trigger tax issues.
Misclassified payments can affect company liabilities and even jeopardize intern visas or legal standing.
Intern and candidate reimbursements are often managed manually, increasing the risk of inconsistency.
The fix:
Orion Mobility doesn’t just manage reimbursements we optimize them for compliance. With built-in regulatory guidance and support from our in-house tax team, your global intern and candidate payments are handled with precision and peace of mind.
3. Delaying Reimbursements and Damaging the Early Talent Experience
A delayed reimbursement may seem small but to a college student or job-seeking candidate, it can leave a big impression. And not a good one.
Why it’s a mistake:
Late or unclear payments damage trust and reflect poorly on your brand.
Interns and early career candidates often rely on prompt reimbursements for travel, housing, or supplies.
A poor experience here can influence whether they accept an offer or share negative feedback with peers.
The fix:
Prioritize speed and simplicity. Orion Mobility offers a mobile-friendly, self-service platform where interns and candidates can upload receipts, track payment status, and get reimbursed quickly without chasing down your HR team.
Final Thoughts: Reimbursement Is Part of Your Talent Brand
Today’s top HR teams know that recruiting doesn’t stop at the job offer and that includes how you handle reimbursements for candidates and interns alike.
With Orion Mobility, you can:
Deliver a professional, branded experience from day one
Streamline processes across departments and countries
Stay globally compliant while saving time and money
Show early-career talent you’re invested in their success
Ready to modernize your candidate and intern reimbursement process?
Orion Mobility eliminates the headaches of manual processes and compliance guesswork.