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Travel Expenses for Faculty and Staff Recruitment

Introduction

This document contains Humboldt State University's policies and procedures governing payments to candidates being interviewed for a faculty or staff position. Questions regarding these policies and procedures may be directed to the Accounts Payable Coordinator.

A candidate being interviewed for a faculty or staff position at Humboldt State University may be reimbursed for per diem and transportation expenses according to the following guidelines.

1. Lodging

   Actual cost of lodging may be reimbursed when supported by an itemized receipt. No reimbursement will be authorized without an appropriate receipt.

2. Meals

   The statewide authorized allowance of $50.00 may be reimbursed for each completed 24-hour period. This allowance is comprised of the following components:

   Component	Authorized Allowance
   Breakfast	$10.00
   Lunch	$15.00
   Dinner	$25.00
   Total	$50.00

   
   

   In a complete 24-hour period, candidates are not limited to the specific state-authorized meal amounts. For example, candidates may claim $40.00 for one meal and $5.00 each for two other meals for a total of $50.00.

3. Transportation

   Transportation expenses consist of the charges for commercial carrier fares; private car mileage allowance of 58.5 cents per mile; overnight and day parking; bridge and road tolls; taxi, bus, streetcar, and rapid transit fares; and all other charges essential to the transport between the candidate's residence and Humboldt State University. Receipts must be provided where applicable.

4. Receipts or Vouchers

   Original receipts or vouchers are required to be submitted for every item of expense except as follows:

   1. Subsistence allowance, except where specified.
   2. Streetcar, bus, rapid transit, and ferry fares.
   3. Bridge and road tolls.
   4. Taxi or hotel bus fares.
   5. Parking fees of $10.00 or less for any one continuous period of parking.

   In cases where receipts cannot be obtained or have been lost, a signed statement to that effect shall be made and the reason given. In the absence of a satisfactory explanation, the amount involved shall not be allowed.

5. Limitations

   Expenses not mentioned above will not be reimbursed. Reimbursements are only for expenses incurred by the applicant.

   When a significant portion of the subsistence expenses (meals and lodging) is negotiated or otherwise directly paid for by Humboldt State University, the candidate will not be reimbursed for such expenses.

   Payment of transportation and lodging is allowed only within the United States, unless reimbursement of international travel expenses is authorized by the President.

6. Request Procedure

   Request for reimbursement of interview expenses should be submitted to Accounts Payable on HSU Form 119/119A (Executive/Faculty/Staff Recruitment - Payment Request) promptly after the expenses are incurred. The form is available in electronic format on the Faculty Personnel Services forms page, or in hardcopy from HSU Graphics.

   The President's certification is required on all requests for payment involving international travel.