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
Invoice for On-Campus Interview Meal Reimbursement (Rev. 11/2014)PDF File Opens in new window

SIGNATURE OF APPROVER (Approval must have Delegation of Authority on file for the chartifeld indicated)
November 24, 2014
Staff Recruitment - use account 660042
Faculty Recruitment (except meals) - use account 660840
Faculty Recruitment (interview committee meals with candidate and candidate's meals) - use account 660842
November 15, 2013

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.
    • Staff Recruitment – account number 660042
    • Faculty Recruitment  account number 660840
    • Faculty Recruitment (interview committee meals with candidate and candidate’s meals) – account number 660842
  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/Services/OnCampusInterviews/RateScheduleMarriott.php

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


When authorized, reasonable travel expenses (e.g., lodging / maximum rate is $275 per night excluding taxes for travel occurring on or after November 1, 2015, transportation, parking, and meals) for the on-campus candidate may be reimbursed on the same basis as for employees. Refer to the CSU Employee Travel Policy. The link is http://finance.fullerton.edu/Controller/Travel/TravelPolicy.php.

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

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.

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


After the on-campus interview process

The approved Travel Expense ClaimPDF 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) and within 30 days of their departure date (for travel occurring prior to 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, obtain the required original itemized receipts from the on-campus candidate.

When authorized, reasonable travel expenses (e.g., lodging / maximum rate is $275 per night excluding taxes for travel occurring on or after November 1, 2015, transportation, parking, and meals) for the on-campus candidate may be reimbursed on the same basis as for employees. Refer to the CSU Employee Travel Policy. The link is http://finance.fullerton.edu/Controller/Travel/TravelPolicy.php.

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, the original itemized receipt must be submitted with the Procurement Card statement and a copy of the itemized receipt showing proof of payment must be submitted with the candidate’s Travel Expense Claim.

List all reasonable interview committee meals with the candidate on the Travel Expense Claim as a "Business Expense" in box #9. Under "Remarks" on the Travel Expense Claim in box #16, state the form of payment (i.e. Procurement Card, CSUF employee’s personal credit card or cash, etc.) for the interview committee meals with the candidate. Attach a copy of the itemized receipt showing proof of payment with a list of attendees, candidate's name, and the type of meal (breakfast, lunch or dinner) to the candidate’s Travel Expense Claim. Deduct all interview committee meals with the candidate as a University expense from the Claim Total on the Travel Expense Claim regardless of the form of payment.

Reimbursement of reasonable interview committee meals with the candidate that were paid by the CSUF employee’s personal funds (credit card, cash or check), submit an Invoice for On-Campus Interview Meal Reimbursement signed by the CSUF employee and the original itemized receipt(s) showing proof of payment to Travel Operations, CP-300. The candidate’s name, list of attendees, type of meal (breakfast, lunch or dinner), date of meal, and the travel document number are required on the Invoice for On-Campus Interview Meal Reimbursement. A copy of the Invoice for On-Campus Interview Meal Reimbursement and a copy of the itemized receipt(s) must be submitted with the Travel Expense Claim.


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.


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