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College of Arts and Sciences Faculty Recruitment Reimbursement Guidelines

Processing guidelines for College departmental faculty recruitment costs are as follows:

• The College will reimburse departmental non-general accounts for candidate interview costs for two interviewees per approved search (three, if the search pool could be further diversified through inclusion of minority candidates).
• Reimbursable candidate costs include transportation, lodging, and meal costs for the candidate only.  Departments can supplement these baseline reimbursement items using discretionary funds up to the maximum University allowable hospitality guidelines (refer to http://www.indiana.edu/~cats/AllowableHospitality.shtml website for guidance), but the Dean’s Office will only cover candidate’s meals.
• The College will provide up to $500 for air fare.  Costs in excess of $500 will be the responsibility of the department to reimburse, so efforts should be made to schedule travel early.
• Departments are expected to cover advertising costs (exceptions to this rule sometimes include searches to recruit an external chair, where unusually extensive or costly advertisements are required – Note: all exceptions should be pre-approved by the Executive Associate Dean.)
• Candidate costs should be charged to a departmental non-general account, NOT the College-based faculty recruitment account used a few years ago. 
• The College will reimburse departments for the first two interviews (assumed to be the department’s top candidates) per search (or three per search if it will further diversify the candidate pool).
• As soon as all candidate expense receipts have been collected, the department should forward the attached Candidate Expense Reimbursement Form along with copies of receipts, to Misty Cummings (Kirkwood Hall 208).
• All information on the form must be completed before reimbursements can be initiated, including the FIS document references…. the campus will not approve our reimbursements if the actual charges have not hit your accounts.
• Submissions should be made as soon as the pertinent candidate visits have been completed and have hit the departmental account, ideally within four weeks.   The Dean’s Office will not reimbursement delinquent requests submitted during the following fiscal year!