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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).
Standard per diem meal rates effective November 1,
2011 without
receipts:
Breakfast $ 8.00
Lunch
10.00
Dinner 24.00
Total $42.00
High Cost per diem meal rates effective November 1,
2011 with detailed
receipts:
Breakfast $10.00
Lunch 11.00
Dinner 26.00
Total $47.00
For a listing of high cost
metropolitian areas select
highratesmetarea.doc.
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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