Procedures for Obtaining Reimbursement for Interview Expenses

Departments and Colleges must ensure that appropriate receipts are provided to document any claims for re-imbursement. Candidates should be provided with an expense claim form and asked to submit original receipts to obtain re-imbursement.

For the candidate, interviewing expenses normally include actual cost of transportation and reasonable hotel, meal and taxi expenses. Recruitment expenses should be charged to the appropriate account (central or college/departmental) and expense claim forms sent to Payment Services, Financial Services Division. When completing the expense claim form:

Indicate the position number of the vacancy for which the candidate was interviewed and state that expenses are 'FOR FACULTY RECRUITMENT'.

• attach original receipts for interviewing expenses.
• provide the appropriate account number; i.e.:
  • the central recruitment account number for expenses associated with the 'standard' number of candidates as specified in the recruitment policy
  • the department/college account number for expenses associated with additional candidates
• ensure the form is signed by:
  • the dean as the 'authorized signature' when recruitment expenses are to be covered by either the central recruitment account or a college account
  • the department head as the 'authorized signature' when recruitment expenses are to be covered by a department account.