On-Campus Interview Expenses

On-Campus Interview Expenses are travel-related expenses incurred during the faculty and staff recruitment process. Reasonable travel expenses may include meals, lodging (room and applicable taxes), private vehicle mileage, airfare, misc. expenses (parking, shuttle, taxi, and business telephone calls).

What's New? Date Posted
  • 660042 - Staff Recruitment
  • 660840 - Faculty Recruitment (including candidate's meals)
  • 660842 - Faculty Recruitment (interview committee meals with candidate)
November 19, 2018
On-Campus Interview Expenses - Procedures Authorization for On-Campus Interview Expense PDF File Opens in new window July 1, 2018
Interview Committee Meal(s) with On-Campus Candidate PDF File Opens in new window

Invoice - Interview Committee Meal(s) with On-Campus Candidate  PDF File Opens in new window
July 1, 2018

 

The steps below outline the forms and procedures for on-campus interview expenses.

  1. PRIOR TO the on-campus interview

  2. DURING the on-campus interview

  3. AFTER the on-campus interview

 

Prior to the on-campus interview

  1. Complete the Authorization for On-Campus Interview Expense.
    • Candidate's Name
    • Address
    • City, State and Zip
    • Position Applied For
    • Check Appropriate Box: Faculty or Staff
    • Administrator Making Request
    • Preparer, Ext., Room
  2. Complete Estimate Expenses and Form of Payment
  3. Complete the CHARTFIELD section.
    • 660042 - Staff Recruitment
    • 660840 - Faculty Recruitment (including candidate's meals)
    • 660842 - Faculty Recruitment (interview committee meals with candidate)
  4. Obtain the required signatures.
    • Dept. Head/Chair
    • Dean/Administrator
    • Division Head (VP/Designee) - Required if the "Total Estimated Expenses and/or the Authorized Amount Not to Exceed” is greater than the maximum approval amount in the Delegation or Authority for the Dean/Administrator or may be required for your Division)
  5. Submit the approved On-Campus Interview Expense form to Travel Operations (CP-300).

 

The link for the procedures and policies regarding the lodging expenses and hotel reservations at the Marriott Hotel, Fullerton is as follows: http://finance.fullerton.edu/controller/travel/oncampusinterviews/RateScheduleMarriott.php

  • Only the room charge and applicable taxes may be charged to the Procurement Card.

 

When authorized, the on-campus candidate may be reimbursed reasonable travel expenses on the same basis as for non-employees.

Refer to the CSUF Travel Policy for Non-Employees

Travel Policy Non-Employee PDF File

During the on-campus interview

If the candidate is claiming reimbursement for their travel expenses, have the candidate sign a Travel Expense Claim form before departing from campus and obtain the candidate’s current home address.  Also, have the candidate complete the Vendor Data Record Form online if they do not have a CSUF CWID number. 

For international candidates, have the candidate complete the Vendor Data Record Form online and a copy of their passport with the accompanying I-94 stamp (showing date of entry in the United States) must be attached to the Travel Expense Claim.

Vendor Data Record Form

https://fullerton.na1.echosign.com/public/esignWidget?wid=CBFCIBAA3AAABLblqZhC9GlctqdKtZI7FSL5i_W_Dg7fayTXXP6QANmb2rd1UmF9eefr-VXAyiMTw3-tpPao*

 

After the on-campus interview process

The approved Travel Expense Claim PDF File Opens in new window with all the required receipts and documentation for the on-campus candidate must be submitted to Travel Operations (CP-300) within 60 days of their departure date (for travel occurring on or after November 1, 2015).

If the candidate is not claiming any reimbursement, write N/A in the claimant’s signature box on the Travel Expense Claim and submit approved Travel Expense Claim to Travel Operations, CP-300 to close out the Authorization.

If candidate is claiming reimbursement, attach the Travel Expense Claim with their signature in box #17, address, and social security number to the approved Travel Expense Claim. Per the Travel Policy for Non-Employees, obtain the required original itemized receipts from the on-campus candidate.

When authorized, the on-campus candidate may be reimbursed reasonable travel expenses on the same basis as for non-employees.

Refer to the CSUF Travel Policy for Non-Employees.

Travel Policy Non-Employee PDF File .  

Disallowed charges to a Procurement Card and no reimbursement for the following expenses:

  • Alcohol and/or tobacco
  • Fast Track (or equivalent)
  • Upgrades for business class or first class, ExecuCar service, limos, early bird check-in fee, Even More Space, extra leg room, etc.
  • Rental Car – extra charges (e.g., upgrades, damage waiver, GPS, Sirius Satellite Radio, etc.)
  • Additional insurance on air travel or car rental
  • Travel Packages – each aspect of the travel package must be separately itemized on the receipt (e.g., itemized hotel charges, airfare, rental car, shuttle, etc.)
  • Private vehicle repairs or gasoline
  • Personal telephone or fax/computer use charges

 

If any expenses in connection with the candidate are charged to a Procurement Card, a copy of the itemized receipt showing proof of payment must be submitted with the candidate’s Travel Expense Claim.

Interview Committee Meal(s) with On-Campus Candidate PDF File Opens in new window

Invoice - Interview Committee Meal(s) with On-Campus Candidate PDF File Opens in new window

 

Interview Cancelled

If the interview was cancelled and no travel expenses were paid by the University or charged to a Procurement Card, email DL-Travel to cancel the Authorization form (include the name of the candidate, document number, a brief explanation and a statement that no expenses were paid by the University or charged to a Procurement Card.