University Business Policies and Procedures Manual

4040
EMPLOYEE RECRUITMENT EXPENSE REIMBURSEMENT
Effective Date: March 1, 1991
Revised: 01/24/94
Subject to Change Without Notice 

1. General

The University of New Mexico is committed to recruiting the best candidates for faculty, administrative, and professional staff positions. Hiring Officers will follow the University's Affirmative Action/Equal Employment Opportunity policies and procedures as outlined in either the Hiring Handbook for Academic Administrators at UNM or the Guidebook for Recruitment and Hiring of Administrative and Professional Staff. The policies defined herein pertain only to allowable recruitment expenses for the department and reimbursable personal expenses for the recruitment of new faculty and staff. This policy is intended to establish maximum reimbursement levels. Colleges and departments may establish reasonable reimbursement policies that define lower limits. In all cases, Hiring Officers are urged to use good judgement when incurring recruitment expenses. It will be the responsibility of the Hiring Officer to identify the sources of budgeted funds to cover all costs of the recruitment and hiring process.

2. Allowable Candidate Expenses for Reimbursement

The Hiring Officer or Chair of the Committee is responsible for informing the applicant of the type of expenses that may be reimbursed and the required documentation (such as receipts and invoices). Reimbursements are processed on a Check Request. Refer to "Purchasing Goods Off Campus" Policy 4320, Section 5., UBP for information regarding the Check Request.

2.1. Hiring Officers may provide for the travel to UNM campus for prospective candidates for a faculty or staff position, provided the candidate resides seventy-five (75) miles or more from the campus. Travel reimbursement for candidates including travel, lodging, and meal expenses will be as authorized in the University's "Travel Reimbursement Policy and Procedures" (Policy 4030, UBP). The Hiring Officer may also reimburse the candidate for spouse travel, contingent upon the availability of funds. If a candidate elects to bring the spouse to the campus visit and agrees to pay the travel cost, the local lodging and meal expenses of the spouse may be included in the reimbursement of travel expenses to the candidate as deemed appropriate by the Hiring Officer.

2.2. Hiring Officers should have the appropriate travel reimbursement claim voucher prepared as promptly after the candidate's visit as is possible and attach all original receipts for reimbursable expenses as provided by the candidate in accordance with UNM travel policies. Hiring Officers may elect to obtain transportation and/or local room accommodations and have such directly billed to the appropriate University account. If the candidate's spouse travel reimbursement is claimed, an explanation of reasons by the Hiring Officer should be attached to the travel reimbursement claim.

3. Allowable Department Recruitment Expenses

In addition to the candidates' travel expense reimbursement allowances, the following types of departmental recruiting expenses may be paid from University funds; based on the recruitment budget established by the Hiring Officer:

• advertising in local, regional, and/or national publications (Section 4. herein);
• site visits by Hiring Officer and/or one or more members of appointed search committee to interview prospective candidates and references;
• communication expenses incurred in obtaining information about candidates and other miscellaneous expenses approved by the Hiring Officer that are incurred by the search committee;
• reimbursement of actual meal expenses for members of the department and/or search committee members incurred in hosting the candidates during campus visits; and
• costs of departmental receptions or other search events which the candidate is requested to attend as part of the on-campus interview process.

4. Advertising Expenses

4.1. For new faculty, administrative, and professional staff positions where the recruitment will be at the local, regional, and/or national levels, the University Office of Equal Opportunity Programs in consultation with the University Department of Human Resources should assist the Hiring Officer and the appointed search committee in identifying the various sources of regional and national advertising opportunities and provide cost information and publishing deadline information. Once the source is selected by the Hiring Officer or search committee, the Department of Human Resources will assist in the placement of advertisements. The costs of such advertisements, (including local, regional, and national advertisements) should be charged to the recruitment budget identified by the Hiring Officer.

4.2. When the recruitment of certain staff candidates for full-time employment at UNM is to be limited to the local Albuquerque area, the Department of Human Resources will be responsible for the placement of all advertising after consultation with the Hiring Officer as to content and timing of the advertisement. Expenses for such recruitment advertising shall be the responsibility of the Department of Human Resources.

5. Exceptions

Exceptions to this policy must be approved by the cognizant Vice President.

Comments may be sent to UBPPM@UNM.edu
http://www.unm.edu/~ubppm