Employment Candidate Travel Costs

Employment Candidate Travel Costs

Date: March 2015
Contact: Office of Human Resources, x4181

Policy Statement
In accordance with the University’s Business Expense Policy, the University will reimburse candidates traveling to the University for employment interviews. No more than three candidates should be scheduled for interviews if travel costs are involved. Any exceptions must receive prior approval by the Vice President of the business unit seeking the new employee.

Authorization
All travel and expenses must be pre-approved by the Vice President of the business unit seeking the new employee.

Guidelines

• Transportation
• Consideration should be given both to cost-effectiveness as well as efficient travel scheduling in determining whether to fly in a candidate or permit them to drive a personal vehicle.
  
  Determining Car vs. Air: If the candidate chooses to drive on a trip that would normally be taken by air, reimbursement for travel by personal automobile will be limited to the lesser of the cost of mileage or economy class airfare. Always use the most economical and direct mode of transportation available, consistent with the authorized purpose of the travel.
  • Air Travel: Candidates are expected to secure the lowest available airfare offered. The University provides reimbursement at the economy fare rate for domestic travel and at the business class rate for international travel.  Individuals are allowed one luggage fee per trip.  Early bird seat assignments are not permissible.  The University has a special contract with Travel Leaders for obtaining airfare, lodging and rental cars.  You may contact them at 1-800-525-1570.  Any exception to economy fare rates for domestic travel and business class rate for international travel requires approval of the Vice President for Finance and Administration.
  • Travel by Personal Car:
    • Reimbursement allowance:
      • Mileage: 62.5 cents/per mile as of 2023.
      • Tolls and parking are reimbursed per receipt
      • For trips that would normally be undertaken by air transportation, reimbursement for travel by personal automobile will be limited to the lesser of mileage or economy class airfare.
  • Rental car
    • Economy to mid-size automobile rental is allowed.
    • The candidate is responsible for fuel fill-up before the return to the rental agency. Fuel Service Option (FSO) which can be purchased at the time of rental or refill prior to the return of the rental care is allowed.  However, a Fuel Service Charge that is charged at a much higher rate due to neither option occurring when the rental care is returned will not be allowed.
    • Collision Damage Waiver and Personal Accident Insurance are not covered expenditures for rental vehicles.  However, roadside assistance charges are allowable when renting a vehicle.
• Lodging
  The University will reimburse for single occupancy accommodations. Candidates should be booked into moderately priced hotel accommodations. The Inn at DePauw University is the preferred venue.
• Meals
  • The actual costs of meals, including taxes and tips, are reimbursable.
  • Breakfast will be allowed if the candidate arrives before the normal breakfast time.
  • Lunch will be reimbursed if the candidate is on-campus during the normal lunch hour.
  • Dinner will be reimbursed only if the candidate is still on-campus during the normal dinner hour.
  • Purchase of snacks, beverages, etc., not associated with a meal are not reimbursable.
• Non-Reimbursable Expenses
  • Include but not limited to:
    • Accessories for laptops, PDAs and cell phones (unless there is advance approval from the Vice President)
    • Airline seat upgrade or early bird assignment
    • Automotive repair
    • Baby-sitter fees
    • Barber/manicurist/shoe shine
    • Dry Cleaning, pressing and laundry
    • Collision damage waiver
    • Gasoline charges for travel in personal vehicle (will be reimbursed through mileage)
    • Hotel gym and health facilities charges
    • Hotel room bar charges
    • Loss/theft of personal property
    • Membership fees in airline club
    • Movie rentals
    • Newspapers, magazines, brochures or books
    • Passport/visa application/other costs
    • Permanent equipment purchases
    • Personal entertainment
    • Personal medical costs
    • Personal phone calls except to report changes in schedule, or to speak with family members once a day (for a reasonable period of time)
    • Snacks/vending machine purchases (unless in lieu of a meal)
    • Traffic violations and toll fines
    • Traveler’s check fees
    • Extravagant charges deemed unnecessary
    • Club organization dues
    • Any other non-allowable items specified in the University Travel and Expense Policy

 

Procedures

1. Notify the Office of Human Resources, prior to the scheduling of candidates for interviews, the proposed schedules and the anticipated travel costs.
    
2. Book and arrange transportation and hotel arrangements for candidate(s) using Departmental Corporate Card or,
   
   Request that the Office of Human Resources book and arrange the travel and hotel for your candidate(s).
   
   If the candidate books and arranges his/her own transportation arrangements, make sure that the restrictions on travel reimbursements are made clear to the candidate and that the candidate is also clear on the documentation required for reimbursement.
    
3. Prepare documentation for reimbursement.
   Original, itemized receipts for all travel related costs of the candidate (e.g., airfare, hotel, rental car, mileage, meals, taxi, tolls, parking, etc.) must be submitted to the Office of Human Resources to document costs to be reimbursed, however, photocopies of itemized receipts will be accepted when the original is not available.  Credit card receipts should not be submitted in lieu of these itemized receipts.  If the candidate fails to request documentation at the time of charges, it is the responsibility of the candidate to contact the vendor to request duplicate documentation.  If itemized receipts cannot be obtained, a memo to the file explaining the situation, as well as the business purpose of the expenses, should be sent to the Human Resources office and be signed by the appropriate division Vice President. 

NOTE:  Expenses should be submitted for reimbursement within 60 days of being incurred.  IRS regulations require reimbursements that are requested after the 60 day period be reported as taxable income and will be reported as such on a 1099-misc., if necessary.

NOTE:  Each division Vice President and/or Department Budget Supervisor and the Director of Human Resources have the authority to impose additional and more restrictive requirements for authorizing or approving candidate travel reimbursements.