FIN 421–02: Interviewees
To permit payment of interviewee expenses
An interviewee is an applicant who is interviewing for an authorized position at ASU. Reasonable and properly supported interviewee expenses can be paid by the university. Interviewee expenses are prohibited on state accounts with the exception of specific agency/orgs that have been approved by the Office of the Executive Vice President and Provost of the University. A request to reimburse an interviewee must be on a Quick Payment Voucher (PVQ) and must include the interviewee’s name and home mailing address.
An Interviewee Expense Summary form must accompany the PVQ. Interviewee expenses are charged to object/sub-object code 7390 31. The vendor code INTV1 must be used on the PVQ.
Standard interviewee expenses are indicated in the following table. D
|Air travel||Transportation by a scheduled flight is paid at the lowest airfare available on the date of the flight, excluding excursion or economy fares. If a candidate takes a side trip for another interview, ASU will divide the transportation cost with the other organization proportionally. If the side trip is personal, the candidate should assume a proportionate share of the airfare.|
|Mileage||Mileage incurred on the interviewee’s personal vehicle to travel from home to the airport and back home is paid at the current mileage rate allowed by the Arizona State Department of Administration (see the Financial Services Travel Page for the current rate). Mileage reimbursement is in lieu of reimbursement for original gas receipts. An interviewee may also claim reimbursement for mileage if a personal vehicle is used for transportation to Tempe; however, the reimbursement can be no higher than airfare to Phoenix or mileage by the most direct route, based on least cost to the university.|
|Lodging and food||Room charges at single occupant rates are paid. Original receipts (itemized when available) for hotel charges must be attached to the Interviewee Expense Summary form. Original receipts are required. Itemized receipts are preferred and may be required in certain circumstances before reimbursement is made. Meals are reimbursed at actual cost. Original receipts (itemized when available) are required for meals in excess of $54.00 per day. Interviewees should not claim reimbursement for meals provided at no cost. Total meal and lodging expenses in excess of allowed rates for Maricopa County (see the Financial Services Travel Page for the current rates) will require a written justification by the department authorizing reimbursement.|
|In-town transportation||Transportation costs such as charges for airport limousines and taxicabs are paid if hotel courtesy shuttle is not available. If costs exceed $25, original receipts must be attached.|
It is recommended that interviewees pay for expenses from personal funds and then request reimbursement. If the interviewee is charging costs to a credit card, he or she will usually receive ASU’s reimbursement before payment of the credit card is due. Procedures for prepaid airline tickets and for direct payment of hotels/motels are presented below. Payments in excess of the standard amounts listed above must be authorized in advance by the hosting department and may, at the discretion of Financial Services, require approval of the area’s provost/vice provost/vice president.
Interviewees may make their own airline reservations, pay for their tickets, and then request reimbursement from the university. Departments may also use one of the university’s contracted travel agencies for prepaid travel of interviewees and other university guests. (See the Financial Services Travel Page for a listing of contracted travel agencies.) To purchase a prepaid airline ticket, the university department must process an internal purchase order (PO), using object code 7390 31, interviewee expenses. Before the airline ticket can be issued, the internal ASU PO number must be furnished to the contracted travel agency. Since the traveler is not an ASU employee (i.e., interviewee or consultant), the department will need to complete the Pre-Paid Airfare for Non-ASU Travelers form. Copies of the form should be maintained by the department for audit availability. The dollar amount of the prepaid airline ticket should not be included on the interviewee’s expense reimbursement claim. If the interviewee cancels the interview, it is the department’s responsibility to make sure that the prepaid ticket is canceled and the money refunded.
Instead of the interviewee paying hotel charges personally, a department can request that the university pay the hotel directly for the interviewee’s stay. The department should request that the hotel bill ASU. When the invoice is received, the department should process a PV to pay the hotel. The department can also use its ASU Purchasing Card to pay the hotel directly. The department is required to keep the hotel invoice on file and available for review for five years.
The PV document number or Purchasing Card number should be listed by the department on the interviewee’s expense summary. The dollar amount of hotel/motel charges is not, however, to be included on the interviewee’s expense reimbursement claim.
Reimbursement checks normally will be mailed to the interviewee’s home address after the interviewee has visited the campus; however, in an emergency, a check can be prepared while a candidate is on campus. A minimum of four hours is required to process an emergency reimbursement.
The Interviewee’s Expenses object code, 7390 31, is used only for the interviewee’s own meals. Expenses incurred by ASU faculty and staff to host an interviewee are coded to the food object code, 7390 06. For example, if two faculty members take an interviewee out to lunch, the portion of the meal attributable to the two faculty members must be coded to the food object code, 7390 06. (See FIN 420–02, “Business Meals, Food, and Related Expenses,” for more information.)
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