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Memorial University of Newfoundland

  Memorial University of Newfoundland

Travel - Pre-Employment Interview

Approval Date: 2008-12-11

Effective Date: 2013-04-09

Review Date: 2020-12-11

Authority:

Vice-President (Administration and Finance) through the Department of Financial and Administrative Services

Purpose

To identify and provide control for travel and travel-related expenses incurred by, or on behalf of, prospective employees who are invited to Memorial to attend a pre-employment interview.

Scope

Prospective employees who travel to Memorial to attend a pre-employment interview or for an interview held off-campus.

Definitions

Recruitment Related Entertainment — Activities designed to enhance the prospective employee's consideration of Memorial as a potential employer and/or to promote the city or province as a desirable place of residence.

Unit Head — For the purpose of this policy, Unit Head means Dean, Director, Executive Director, the University Librarian, the University Registrar, Associate Vice-President and Vice-President as per the circumstance.

Policy

1. In accordance with established search procedures, the Unit Head or search committee may invite candidates from the short list to visit the University for an interview.

2. The candidate's spouse, partner, or a dependent child may be invited to accompany the candidate for the pre-employment interview.

3. Travel and travel-related expenses for the candidate and the person accompanying the candidate will be reimbursed with the approval of the Unit Head and in accordance with the following:

a. Travel to the interview will be reimbursed at the most economical and reasonable mode of transportation available, and in any event, should not exceed economy fare from the prospective employee's then place of residence to the airport nearest the appropriate campus of the University.

b. Vehicle rentals may be reimbursed at the discretion of the Unit Head, if he/she considers it the most economical and efficient mode of transportation during the visit.

c. Accommodations, as approved by the Unit Head, will be reimbursed to a maximum of four nights.  Private accommodations will be reimbursed as per the Schedule of Reimbursable Expenses.

d. Candidates may be hosted by the University during their interview visit for meals in accordance with the Hosting policy. Hosting expenses are not reimbursable to the candidate

e. Candidates will be reimbursed for meal per diems and incidentals as per the Schedule of Reimbursable Expenses excluding those meals covered by any hosting activity.

f. With prior approval, and at the discretion of the Unit Head, employees may be reimbursed for expenses incurred to provide Recruitment Related Entertainment for a prospective employee in lieu of a hosted meal.  Such expenses must be reasonable, authorized, and appropriately documented, and should not exceed the cost of the otherwise hosted meal that would have been provided for, in the Hosting policy.

4. An application for pre-employment interview costs not provided for under this policy must be made to the respective Vice-President.

Procedures

For inquiries related to this policy:

Financial and Administrative Services:  709-864-2597

Sponsor: Vice-President (Administration & Finance)

Category: Finance

Previous Versions:

There is at least one previous version of this policy. Contact the Policy Office to view earlier version(s)

Approval Date 2008-12-11   Effective Date 2008-12-11
Approval Date 0000-00-00   Effective Date 1992-03-01

Procedure for Pre-employment Interview Expenses

Approval Date: 2014-07-25

Responsible Unit: Department of Financial and Administrative Services

1. It is the responsibility of the Dean, Director, or Department Head to ensure that the policy and procedures are observed and that economy is exercised.

2. The invitation to attend an interview should provide information on the process that will be followed to make travel and accommodations arrangements and the amounts and payment of these expenses.

3. Travel expenses for prospective employees must be approved by the Unit Head.

4. Travel and accommodation arrangements may be handled through three options:

a. Arranged and paid for directly by the University unit.
b. Arranged and paid for by the candidate and reimbursed to the candidate by Memorial after the interview visit.
c. A combination of options a. and b.

5. Subject to the approval of a Unit Head, a prospective employee may be accommodated in a private home at the rates outlined in the Schedule of Reimbursable Expenses. In such cases, a claim for reimbursement may be made by the prospective employee.

6. After the interview process has been completed, if applicable the candidate will submit a request for reimbursement on the Travel Claim form to the Unit Head.

7. Original vouchers covering travel expenses (i.e. airline tickets/boarding passes, gas receipts, hotel bills, ferry charges, and meals) must accompany the Travel Claim form. In accordance with Canada Revenue Agency guidelines, credit card receipts do not qualify as a receipt except for gas purchases. The meal per diem will be as per the Schedule of Reimbursable Expenses.

8. If the candidate is claiming for expenses in lieu of airfare, a quote for the applicable airfare must be attached.