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Employment Candidate Travel Costs

Employment Candidate Travel Costs

Date: August, 2011
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.
    • Travel by Personal Car:
      • Reimbursement allowance:
        • Mileage: $0.42 per mile as of July 23, 2010.
        • Tolls and parking are reimbursed per receipt
    • 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. If fill-up charges or other extraordinary charges are assessed by the rental agency, the candidate will not be reimbursed by the University.
      • Collision Damage Waiver and Personal Accident Insurance are not covered expenditures for rental vehicles.
  • 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: airline insurance, automotive repair and gasoline charges, babysitter fees, barber/manicurist/shoe shine charges, cellular phone charges, cleaning, pressing and laundry, hotel gym and health facility charges, hotel room bar charges, loss/theft of personal property, movie rentals, newspapers/magazines/brochures/books, personal entertainment, personal medical costs, traffic violations, and extravagant charges deemed unnecessary.

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.