This policy applies to the central undesignated general funds travel recruitment budget which is managed by the Vice President for Finance. Reimbursements from the Travel-Recruitment Account are subject to the following policy.
1. Approval of Expense
Any reimbursement of expenditures charged to the Travel Recruitment Account shall be approved by the Department Head or Director and forwarded to the Vice President for Finance. In order to claim reimbursement for recruitment expenses (by either candidate or host), the following must be attached to the appropriate form (i.e., SOF,A-112, A-113 or A-114):
| original receipts |
| name of candidate |
| position title and level |
| number of people attending |
| date of interview |
NOTE: The University cannot reimburse costs for alcohol. These costs should be deducted from these receipts.
2. Additional Reimbursements
Additional reimbursement for travel and recruitment expenses may be negotiated from other sources upon approval of the Vice President, Provost or Dean.
3. Self-Supported Units
Expenses for search committees and candidates for positions in auxiliaries, Hoxworth Blood Center, service centers, and branches shall not be paid from this account.
4. President, Provost, Vice Presidents, Deans, Vice Provosts, and Assistant/Associate Vice Presidents
Expenses incurred by search committees and the candidates for President, Provost, Vice President, Dean, Vice Provosts, and Assistant/Associate Vice Presidents shall be reimbursed upon approval by the Vice President for Finance.
5. Associate/Assistant Deans, Directors, Department Heads, Faculty, Librarians, and Positions in Salary Grade Levels 18 through 22.
Reimbursement of expenses for search committees and candidates for Associate/Assistant Deans, Directors, Department Heads, Faculty and Libraries, and positions in salary grade levels 18 through 22 shall be subject to the following guidelines:
| Interviews should be scheduled so that out-of-town-candidates can fly into and out of town the same day, thereby eliminating hotel/motel expenses. |
| If the candidate is required to stay overnight Kingsgate Conference Center is the prefered choice. If rooms are not available, the Vernon Manor should be used. If rooms are not available here, reservations should be made at the hotels (see Purchasing website). which offer a discount to the University. Small Order Forms can be used for candidates staying at hotels other than Kingsgate. |
| Reimbursement from this central account for meals can only be made for the candidate and two members of the search committee. |
Expenses for recruitment of employees in salary grade levels 14 - 17 shall be paid from this account only if underutilization exists and a wider search is required by Affirmative Action policy. Reimbursements shall be subject to the guidelines detailed in section 5 (above).
Note: The central account does not pay expenses for spouses or traveling companions and will not pay for any travel once an offer has been made (i.e. will not pay for house hunting trips).
2/10/2000