Policy 4-5-1-1: Recruitment and Interview Expense

Policy:	Policy 4-5-1-1: Recruitment and Interview Expense	Date Adopted:	May 01, 1989
Department:	Human Resources	Contact:	Director of Human Resources
Statement:	This policy outlines the candidate reimbursement process for professional position searches.

Table of Contents:

Section 1: Recruitment for State Funded Positions

Recruitment for WNC professional full-time (.50 FTE or above) positions shall follow Hiring Academic and Administrative Faculty in the WNC Policy and Procedures Manual. Reference checks must be completed before inviting a candidate to campus for an interview.
- The WNC Interview and Recruiting Account will pay for
  - position announcements in the local area and on job posting websites depending on the needs as identified by the Human Resources office.
- The hiring department will be responsible for paying for advertisement beyond what is identified as a need by the Human Resources office.

The screening committee will follow the guidelines in Hiring Academic and Administrative Faculty in the WNC Policy and Procedures Manual for interviewing candidates for professional positions.
1. The hiring department will be responsible for completing all travel claims submitted with all required receipts.
2. The travel expenses will be paid to the interviewees from the Interview and Recruiting Account with the following guidelines:
  - The applicant may be reimbursed for traveling expenses in accordance with State Travel Regulations and WNC policy; limited to three applicants per search but additional applicants may be added at the discretion of the President.
  - Travel expenses will not be paid to interviewees living within a 75-mile radius of the interviewing campus.

Description	Reimbursement Policy	Additional Requirements
Airfare	Actual cost in to RNO (coach/economy class only)	Receipts required
Mileage in lieu of Airfare	Actual miles at the full state approved rate, up to the cost of airfare	Attachment with Mapquest or Google Maps detail required Attachment with cost of lowest class airfare (coach/economy class only) from airline website for actual travel dates and actual destinations required
Hotel	Actual cost per day (2 days maximum) up to GSA limits see Notes below	Receipts required
Auto Rental	Actual cost per day (2 days maximum) for economy or lower level rental.	Receipts required
Taxi or Rideshare	Actual cost per day (2 days maximum) to and from the airport (RNO), hotel, campus, and dining (3 times per day maximum) up to the cost of auto rental per day.	Receipts required Attachment with cost of economy car rental from rental website for actual travel dates and actual destinations required
Parking	Actual cost up to $20.00 per day (2 days maximum)	Receipts required
Meals	GSA per diem amounts according to the breakdown of meals & incidentals (2 day maximum) see Note below	None
Notes	Federal rates published by the U.S. General Services Administration (GSA), determine reimbursement rates for hotel and per diem rates (see www.gsa.gov).

Professional grant funded and non-state funded positions (.50 FTE or above) shall be recruited following Hiring Academic and Administrative Faculty in the WNC Policy and Procedures Manual and following the above guidelines.
1. The hiring department is responsible for all travel reimbursement expenses.
2. If there are no funds allocated for travel reimbursement, , another funding source must be identified prior to the search initiation.
3. The Interviewing and Recruitment Account will pay for position announcements depending upon needs as identified by the Human Resources office.

Exceptions to this policy may be approved at the discretion of the President or the Presidents designee.

Date(s) Revised	Nov 04, 2022; Sep 10, 2013; September 2, 2008; December 1, 2007; May 11, 2004; April 1, 1996;	Date(s) Reviewed