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All expenses for advertising and correspondence associated with faculty and staff recruitment are to be borne by the hiring unit, or by the unit to which the hiring unit reports. Identification of resources needs to be made before the advertising process begins.
All other expenditures for faculty and staff recruitment are to be made from the Faculty and Staff Recruitment Accounts established for recruitment expenses and administered by the Vice President for Academic Affairs. Eligible prospective faculty and staff shall be limited to those individuals who, if selected for employment, would occupy permanent positions classified with EEO Codes 1 and 2. The Vice President may grant exceptional coverage to temporary positions and other EEO codes where appropriate and justifiable. No commitment for reimbursement may be made to any prospective employee without explicit prior approval of the Vice President for Academic Affairs. (Approval of the interview pool by the Vice President for Academic Affairs constitutes prior approval for expenditures from the Faculty and Staff Recruitment Accounts.)
14.2 Mileage
Mileage for one round trip from the place of residence of a prospective employee to the nearest airport with appropriate commercial service will be paid in accordance with the General Travel Policies and Procedures. (See Accounting Policies and Procedures, Section 4)
A faculty or staff member may schedule limousine service or use a University vehicle to provide the prospective employee transportation to and from the Nashville (or Knoxville) Airport and charge the cost to the recruitment account number. If it is not feasible to use either of these options, the prospective employee may be reimbursed for automobile rental from the Nashville (or Knoxville) Airport, not to exceed 48 hours and 250 miles. If the prospective employee chooses to use his/her personal vehicle for all required travel in connection with an interview, he/she may be reimbursed for mileage as determined from the Rand McNally Atlas and/or the Department of Transportation Map of Tennessee at the rate provided in the General Travel Policies and Procedures. (See Accounting Policies and Procedures, Section 4). Reimbursement will be limited to an amount equal to the allowable air fare and transportation to and from airports of origin and destination.
14.3 Air Fare
Reimbursement will be made for one round trip (coach rates) from the commercial airport nearest the residence of the prospective employee to the Nashville (or Knoxville) Airport. A receipt for air fare is required as a condition of reimbursement.
14.4 Meals
Reimbursement for meals taken en route or in the absence of a University host, will be made to the candidate in accordance with the General Travel Policies and Procedures governing reimbursement for meals taken out-of-state by University employees (See Accounting Policies and Procedures, Section 4.5.1). Ordinarily, no meals or other incidental expenses for University employees will be paid by the University in connection with faculty or staff interviewing except for the person serving as host/hostess, who will be reimbursed a maximum of twice the in-state rate per person ("Request for Food Purchase" and receipts required). Exceptions require prior approval in writing by the Vice President for Academic Affairs. (See Exhibit A-14)
14.5 Lodging
Reimbursement for lodging will be allowed upon submission of an appropriate receipt, but will be limited to two nights and be subject to the maximum per-night rate for out-of-state travel as established in the General Travel Policies and Procedures. (See Accounting Policies and Procedures, Section 4.4.2). If the candidate can realize a substantial savings on air fare by staying three nights, an additional night's lodging will be allowed.
14.6 Incidental Expenses
Tolls and parking expenses will be paid upon submission of appropriate receipts.
14.7 Limitations
Expenditures are allowable for the prospective employee only, and no payments of any type may be made in connection with the visit of a spouse of a candidate, except that the total cost of a room will be allowed subject to the maximum set forth in Accounting Policies and Procedures, Section 14.5 above.
14.8 Method of Claiming Reimbursement
A certified statement showing automobile mileage, departure and arrival times, receipts for air fare, receipts for automobile rental, receipts for lodging and any other claimed expenses except meals should be submitted to the Office of the Vice President for Academic Affairs.