Chapter 2. Accounting Services
Section 2.7. Accounts Payable

2.7.6.14.9. Interview Expenses

Interview Expenses: Costs incurred by persons traveling to the University for job interviews.

Candidates selected for job interviews at the University may be invited to visit the campus at University expense, within certain limitations described in this section. To prevent unnecessary expenses being charged to the University, persons responsible for inviting applicants to visit must be selective in the number of persons being brought to the campus and should make every effort to screen applicants by telephone and/or letter before invitations to visit are offered.

Candidates for academic positions will be invited to visit the campus for interviews only when preapproval is obtained from the appropriate dean/ director.

Interview expenses for person applying for academic positions with the rank of assistant professor or higher will be paid from funds made available to the appropriate dean/director for this purpose. Costs for any other interviewees must be absorbed by the department inviting those interviewees to the campus.

Any expenses incurred by a University employee while hosting activities for an interviewee will be reimbursed within the limits stated in section 2.7.6.15. Business Meals and Banquets Reimbursement and in accordance with the provisions of the procedure.

Departments are to make lodging reservations for interviewees at the Memorial Union Building, local hotels or motels, and have them charged to the University. Any bills for these services should be sent by the lodging facility to the person responsible for the invitation to the interviewee, who then has a check request prepared to effect payment.

Travel advances may be made to persons invited to the University for an interview only with the specific written preapproval of the appropriate vice president/provost.

Should an interview require payment for any expenses incurred up to the time of arrival on campus, the interviewee is to be instructed to complete a Travel Expense Voucher and attach the necessary receipts. A facsimile copy of the airline ticket will suffice to claim reimbursement for that expense. The University will not reimburse anticipated expenses for the return journey, other than the airline ticket already paid for, without the written preapproval of the appropriate vice president/provost. If there are any such expenses, the interviewee should submit a claim on a Travel Expense Voucher upon completion of travel.

Interviewees should be advised that reimbursement for travel expenses will be limited to only those costs which would have been incurred had they proceeded to and from the University by the most direct means and the most rapid transportation available. If the interviewee volunteers that side trips to other job interviews will be made, then the interviewee must be advised that the total expenses for the trip are to be prorated equitably between the University and the other organizations to be visited.

All local business meals and banquet expenses incurred while hosting an academic interviewee shall be submitted on one Business Meals and Banquets Report. Upon receiving payment for all authorized expenses the personnel involved shall be reimbursed.

If an interviewee is invited to stay at the private residence of an employee of the University, no claim for lodging costs may be made by the employee.

Only those costs which were incurred by the interviewee in traveling to the University will be reimbursed. Claims may not be filed for costs incurred by others traveling with the interviewee.

When a prospective employee has been invited to the campus for an interview, and the department has determined that reimbursement will be made, do the following:

1. Inform the interviewee of the following expenses allowed in the performance of travel:



1. Travel costs.

If travel is by common carrier, the least expensive class of accommodations must be used. Travel must be via the most direct route to the destination. If travel is by personal auto, reimbursement will be paid at 36.5 cents per mile. Other expenses for bridge and highway tolls and parking fees will be reimbursed.

2. Meal Allowances.

The amounts listed below will be paid for meals (including tips) while the interviewee is in travel status:

Breakfast	$6.00
Lunch	$8.00
Dinner	$16.00



3. Lodging.

Lodging will be reimbursed at actual cost. The most reasonably priced facilities with adequate accommodations should be selected. Departments are to make lodging reservations for interviewees at the Memorial Union Building, local hotels or motels, and have them charged to the University.

4. Other Transportation.



5. Other Costs.

Other costs which may occur as a result of an interview will be considered for reimbursement if supported by receipts and they appear to be reasonable.

2. Provide the interviewee with a Travel Expense Voucher and advise the person to attach receipts for all expenses excepting meals.



3. Obtain the approval of the department chair/director on the Travel Expense Voucher.



4. Submit the Travel Expense Voucher to Accounting Services for payment.