Candidate Reimbursement Policy

Read about CEHD's policies as it relates to candidates for employment.

Purpose

The CEHD follows NDUS and UND policies and procedures for expense reimbursements for faculty search candidates during the recruitment process.  This ensures equitable treatment of candidates as well as fiscal responsibility of university and CEHD resources. 

Candidate Reimbursement Policy

Hotel and standard/economy airfare will be arranged for and paid directly by CEHD; therefore, reimbursement for lodging and airfare will not be necessary. 

Additional Expenses

Faculty candidates will be reimbursed for:

• One piece of standard luggage
• Mileage or ground transportation to/from airports
• Airport parking
• Any meals that are not handled as a group meal with other members of the College, based on the per diem rates for the location/quarter of the meal, as indicated in the table below

Any other expenses must be approved prior to travel to be eligible for reimbursement.

Meals

It is expected that the members of the College will take the candidate to most, if not all, meals. In the case when a meal is not handled as a group meal, nor provided by the hotel, the candidate will be reimbursed at the ND GSA rate.*

Travel

1. The Search Committee Chair (SCC) will contact the departmental Administrative Assistant (AA), per contacts referenced above, to coordinate the travel for the candidate. 
   
   1. SCC should provide name and email of candidate and anticipated travel and interview dates
2. The AA will serve as the administrative contact for the candidate through the booking and reimbursement process. 
3. The AA will contact the candidate to discuss the travel process and allowable expenses. 
4. The AA will work with the candidate to book airfare through Bon Voyage. Charges will be billed to the CEHD Finance Assistant’s PCard (Heather Lotysz). The candidate will not need to pay for the flight cost upfront. 
5. The AA will reserve the candidate’s hotel stay using their UND P-Card and will ensure that the ND state rate is obtained and that tax is not billed.  
6. Upon completion of the visit, the AA will send the candidate the UND Non-Employee Travel form via DocuSign.
   
   1. The candidate will complete the DocuSign and attach all relevant receipts (baggage, ground transportation, and parking) to the AA. 
   2. AA will confirm that form is accurate for proper reimbursement (ex: # of meals based on time/days of travel and non-covered meals, # of miles, etc.) and that all relevant receipts have been received. 
7. The AA will submit completed Non-Employee Travel Form and relevant receipts to the UND Shared Service Center (SSC) (und.sharedservicecenter@UND.edu) to request reimbursement. 
8. SSC will submit the request to Payment & Procurement Services (P&PS) through UND Marketplace/Jaggaer for payment.
9. P&PS will issue payment to the candidate via check to the address provided on the Non-Employee Reimbursement form. 

Note: UND employees should never promise that reimbursement will be processed by a specific date. Candidates should be notified that it could take up to 30 days for reimbursement to be processed following their interview. 

Contacts

Our team is happy to assist incoming candidates with their travel questions and needs.