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A candidate will only be reimbursed at USM/°®¶¹´«Ã½Èë¿Ú standard allowance rates for mileage and meals. Candidates may not charge or direct bill any type of interview expense to °®¶¹´«Ã½Èë¿Ú. 

Committees should utilize University Dining Services for candidate meals and bill them to an Auxiliary USource (i.e. Special Events, Foundation, etc.).  All meal exceptions shall be pre-approved by the Dean or Vice President’s Office.

The following information is intended to provide guidance and expedite the processing of reimbursements for expenses incurred during the Candidate Interview Process. Reimbursement may be delayed if all required documentation is not remitted in a timely manner.

Hiring departments can offer candidates the following options to manage approved travel-related expenses:

• 1. Request candidate reimbursement.  Current employee pays for the Candidate’s expenses out of pocket and completes the Expense Report via Workday to be reimbursed.
  2. Diner's Club Card.  The hiring department can pay for eligible travel expenses on behalf of the candidate. The department must obtain supporting receipts from the candidate and comply with all audit/reconciliation processes associated with the card.
  3. The department can offer a combination of employee-initiated reimbursement and department-covered expenses using the Diner's Club Card.
  4. The Candidate can pay for their own expenses and then request reimbursement through using the Non-Employee Reimbursement Request form. 

• Air travel (Economy fare for candidate only)
• Mileage for any distance driven in a personal car over 50 miles one way to the interviewing institution at the current USM rate.  Proof of distance must be provided and is limited to round-trip from the Candidate’s home.
• Rental Car costs for an economy car and gas for the rental car.  Original itemized receipts are required.
• Other transportation costs such as train, bus, taxi, ride-sharing services with acceptable receipts.
• Lodging costs of the Candidate’s hotel stay for the purpose of attending the interview. 

Note: The number of nights stay should be a direct result of the interview process and other charges associated with the stay are subject to review and disapproval, if appropriate. Upgraded accommodation to accommodate guests of the Candidate is the responsibility of the Candidate and they will only be reimbursed the current nightly rate associated with one of the University’s current hotel partners.

• Parking and toll costs associated with the interview process

Note: Extra “legs” of travel, excess mileage on a personal or rental car, excess baggage costs, and other extraneous expenses may be disapproved, as appropriate.

The hiring department is responsible for keeping accurate records of travel costs, confirming they meet policy requirements, providing proper documentation for audits, and making sure total expenses stay within the approved amount.

It is the policy of °®¶¹´«Ã½Èë¿Ú that relocation allowances are processed through Payroll and may be reimbursed to a new employee if the following criteria are met:

1. Relocation allowance for moving expenses is included in the initial staff or faculty offer letter.
2. The payment of moving expenses follows the general guidelines as approved by the Board of Regents under policy VIII – 16.00 (see USM Policy);
3. Payment has been approved by either the Dean or Vice President's office in advance of employment;
4. A designated fund source is available, indicated and approved (i.e. department USource code).
5. Reimbursements will be made in accordance with and USM Board of Regents Moving Expense policies.

The hiring department is responsible for keeping accurate records of relocation costs, confirming they meet policy requirements, providing proper documentation for audits, and making sure total expenses stay within the approved amount.

Clikc the link below to view the USM Policy on Payment of Moving Expenses:

• VIII-16.00 –