Recruiting Travel Guidelines
F. TRAVEL GUIDELINES FOR RECRUITING TRAVEL
In order for the Human Resources Office to approve travel and related expenses, the following procedures should be to be used in coordinating the travel of faculty and unclassified position candidates brought on campus for interview. Up to three candidates per vacancy may be brought on campus to interview. All recruiting travel is processed using the on-line travel authorization procedure; unless an exception is granted by the Human Resources Director to bring in additional candidates.
1. Planning Campus Visits (for Unclassified Staff and Faculty only)
After the Search Committee or Department Head reviews all of the applicants’ credentials, three finalists may be invited to campus for formal interviews. A Travel Authorization must be created for each candidate and approved PRIOR to a candidate’s travel in order for the candidate to be reimbursed for allowable expenses. The candidate’s name should be emailed to the Human Resources Office indicating what position the candidate is being interviewed for, along with who was or is presently in the position for which the candidate is being interviewed. For example, John Doe position Assistant Professor English Department. This information can be faxed to 549-2308 or e-mailed to the recruiting analyst. If the Travel Authorization is not approved by the Human Resources Office PRIOR to the travel actually occurring, the department making the arrangements will be responsible for the costs of travel reimbursement to the candidate. The Human Resources Office will not reimburse interview expenses (mileage or meals) for current Southeastern employees interviewing for other positions.
2. Travel Authorizations
Travel arrangements are coordinated by the Search Committee Chair. The approval of the Department Head must be received before the candidates can be brought on campus for formal interviews. If the Travel Authorization is not approved by the Human Resources Office PRIOR to the travel actually occurring, the department making the arrangements will be responsible for the costs of travel reimbursement to the candidate. For operating fund positions, an on-line Travel Authorization must be completed PRIOR to any travel arrangements being confirmed or any travel taking place. The Travel Authorization is then submitted to the Human Resources Director for approval since the expenses will be paid out of the Human Resources Office budget. For other fund positions (auxiliary, restricted, grant, agency), the Department Head must approve the Travel Authorization. Candidates should be given a Candidate Travel Instruction Sheet regarding procedures to be followed related to making travel arrangements. If travel arrangements are not handled in the appropriate manner, the department responsible for making the arrangements will be responsible for the cost of travel reimbursement to the candidate. Click here to see LA Travel Regulations. If someone from the department picks up and/or returns the candidate to the airport or pays for a candidate’s meals, that employee’s name should be included on the Travel Authorization so that they can be reimbursed for the meals, mileage, airport parking, etc. If a candidate is coming from out of state to interview, the expense code will be 522261. If the candidate is coming from within the state of Louisiana, the expense code will be 522161.