Accounts Payable & Travel

 

Holloway Hall
Candidate Interviews

Search Committee/Candidate Expenses
Moving Expenses for New Employees
Candidate Interview Form (Word)
Sample Candidate Interview Form (PDF)

Search Committee/Candidate Expenses

GENERAL INFORMATION
Search Committees will often incur expenses as part of the search process. For most searches, these expenses will only involve meals. For higher-profile positions, additional expenses like hotels, vehicles, etc., will also be incurred. Expenses incurred by the Candidate will be discussed later in this document.

Search Committees for faculty and certain exempt-level positions (i.e., typically those at a Director level and above) are also required to complete a Candidate Interview Form that identifies those committee members who participated in off-campus meals. (Refer to the Faculty and Exempt Searches section below.)

If an employee has paid meal (or other) expenses on behalf of other employees, then that employee needs to provide a list of these employees with the date of the expense-incurring event as part of the documentation required for the Expense Report Form. Note that the Candidate Interview Form can serve as this documentation.

Meal Expenses
The Search Committee can decide to have meals provided on-campus or off-campus. If meals are held on-campus, costs are only potentially limited by the budget for that search. If meals are held off-campus, then committee members must adhere to State of Maryland expense limits and expenses prohibitions (i.e., alcohol will not be reimbursed by the State).
If meals are held off-campus, meal expenses cannot exceed the State per diem limits (this includes the tip).

Current standard per diem meal rates without receipts:
                  
                                                       Breakfast    $ 9.00
                                                       Lunch           11.00
                                                       Dinner          25.00
                                                             Total     $45.00

 

Current high cost per diem meal rates with detailed receipts:
                  
                                                       Breakfast    $10.00
                                                       Lunch           12.00
                                                       Dinner          30.00
                                                             Total     $52.00

For a listing of high cost metropolitian areas see Limits in High-Cost Metropolitan Areas (pdf).

Receipts do not have to be submitted with the State of Maryland Expense Account Form (instructions are provided below) for the base per diem rates listed above. High cost per diem meal rates must be supported by itemized receipts (i.e., a credit card receipt with only a total dollar amount is insufficient). If total actual expenses for committee members exceed the per diem limits, the employee seeking reimbursement will only be reimbursed at the per diem rate. Any costs in excess of the per diem rates or any costs (e.g., alcohol) not reimbursed by the State could possibly be reimbursed by the SU Foundation.

The State will reimburse for the full cost of the candidate’s meal (excluding alcohol), even if it is initially paid by a State employee. If the actual amount for the candidate’s meal exceeds the per diem rate, a detailed receipt must be submitted documenting the candidate’s portion of the total expenses. Please note that there is no need to ask for separate checks for the committee versus the candidate. We can submit the entire receipt to the State as long as the candidate’s portion is clearly identified.

Other Expenses
Employees will be reimbursed for hotel expenses. Detailed receipts must be provided. To avoid paying the State portion of the room tax, committee members should get a tax exempt card from the Accounts Payable Office.

Mileage will be reimbursed based on USM guidelines. Receipts are not necessary for mileage reimbursements.

Candidate Expenses
The Search Committee Chair should ensure that the candidate is provided with a State of Maryland Expense Account Form. The candidate must document his/her address and Social Security Number on the form. The latter is required by the State of Maryland for payment to occur. The candidate must provide original receipts for all expenses. CANDIDATES ARE NOT ALLOWED TO CHARGE OR DIRECT BILL ANY TYPE OF INTERVIEW EXPENSE TO SALISBURY UNIVERSITY. Expenses will only be reimbursed via the Expense Account Form.

EXPENSE ACCOUNT PROCEDURES
Each candidate and/or the Search Committee member(s) will be responsible for completing a State of Maryland Expense Account Form (GAD X3) along with any necessary original detailed receipts for meals, hotels, car rentals, etc. and (for faculty searches only as noted below) the approved, completed copy of the Candidate Interview Form after the interview. The Expense Account Form must be approved by the appropriate supervisor, Dean or Vice President. The Dean's or Vice President's Office will then be responsible for submitting this information to the Accounts Payable Office for final review, processing and reimbursement.

These procedures are intended as a guide to expedite the processing of expense account forms for the Candidate Interview Process. If the above forms/approvals are not validated, the Accounts Payable Office will delay processing any expense account until all pertinent information/receipts have been received.

FACULTY AND EXEMPT (DIRECTOR LEVEL AND ABOVE) SEARCHES
After reviewing and screening candidate applications, faculty and certain exempt employee Search Committees with meal/travel expenses are required to complete the Candidate Interview Form as follows:

1. The Search Committee Chair or designee must complete sections I, II and III of the Candidate Interview Form and submit a form for each candidate to be interviewed to the Dean's or Vice President's Office for approval;

2. The Dean's or Vice President's Office will then forward a copy of each approved/authorized Candidate Interview Form back to the Search Committee Chair or designee for completion of section IV;

3. Once the interview is over, the Search Committee Chair should complete Section IV for any actual off-campus meals. The Candidate Interview form must document which committee members actually attended which meals for reimbursement requests to be processed. This form should be submitted with the State of Maryland Expense Account Form.

Candidate Interview Form (Word)
Sample Candidate Interview Form (PDF)

Moving Expenses for New Employees

SU POLICY
It is the policy of Salisbury University that moving expenses may be reimbursed to a new employee if the following criteria are met:

1. The payment of moving expenses follows the general guidelines as approved by the Board of Regents under policy 202.0 VII – 4.40 (see USM Policy);

2. Reimbursement has been approved by both the Dean and Vice President's office in advance of employment;

3. Moving expenses become a part of the initial faculty employment contract or letter of offering for administrative staff and;

USM POLICY
1. The Chief Executive Officer of a constituent institution or component may authorize the payment of moving expenses for personnel when it is deemed to be in the interest of the institution or component to do so.  The Chancellor many authorize the payment of moving expenses for Chief Executive Officers of constituent institutions and components.

2. The payment may include moving expenses of normal household goods, including reasonable packing and unpacking charges.

3. Moving expenses may be authorized only when the distance between the former residence and the University System location is in excess of 35 miles one way.

4. Exceptions to the 35 mile limitation may be made for payment of relocation expenses when the relocation is for the convenience of the institution or component.

5. Nothing in this Policy requires the payment of moving expenses.

6. Each Chief Executive Officer shall develop procedures implementing this policy.

Procedures for Reimbursement of Moving Expenses (WORD)

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