All non-essential University travel will remain suspended until further notice. Exceptions to this rule should be directed to the President’s Office or Dean of Students Office (view USI's Safe Return to Campus Plan).
Candidate Travel is defined as travel by a person, who has been invited by an authorized University employee, to interview for an open advertised position within the University. Travel Procurement assists departments with the process of the candidate's air and/or lodging arrangements, which is outlined below.
PART 1: SUBMIT TRAVEL REQUEST (Faculty/Staff)
Complete a Candidate Travel Arrangements Request Qualtrics form for each candidate that requires travel arrangements (i.e., airfare and/or lodging).
• For departments that report up through the Provost Office, see the Search Committee Information regarding approval requirements.
PART 2: ARRANGE TRAVEL (Travel Procurement & Faculty/Staff)
1. If air travel is requested, Travel Procurement will send an email to the candidate in order to obtain the necessary information needed for the purchase of his/her airline ticket. The email will contain a link to the USI Candidate Travel Information form.
• Make the candidate aware that he/she will be receiving this email from Travel USI, and that his/her USI contact person will also CC'd on the email.
• After Travel Procurement receives the candidate’s requested information, an email will be sent to the department contact that contains a suggested flight itinerary for the visit. The department contact may accept the flight arrangements as presented or choose to contact the candidate for a discussion before accepting the itinerary.
2. After the travel arrangements (air and/or lodging) have been confirmed, Travel Procurement will email the finalized travel plans to the department contact.
• It is the responsibility of the department contact to forward the finalized travel arrangements to the candidate.
3. Travel Procurement will submit the Pre-Approval and Expense Report in Chrome River to reconcile the travel purchase(s) made with its Travel Card (i.e., airfare and/or lodging).
PART 3: CAMPUS VISIT (Faculty/Staff)
During the campus visit, the department contact will need to check with the candidate to see if he/she will be submitting a reimbursement request for eligible travel expenses incurred during travel status (e.g., bag fees, mileage, or taxi/ride-share costs). If the candidate will be seeking reimbursement from USI, the department contact will need to do the following steps while the candidate is on campus:
1. Obtain the candidate's email address.
2. Request the candidate to fill out a W9 form, and then hand it directly to Accounts Payable (due to its confidential information).
• This allows for the candidate to be created as a vendor in Banner, and then as an account record in Chrome River.
3. Ask the candidate to submit receipts to his/her department contact.
• Contact Sherri Brown, in Accounts Payable, for questions about receipt standards and what the candidate can claim for reimbursement.
After the above steps have been completed, the department contact will need to:
1. Email the financial manager for approval of the candidate's expenses.
• The email needs to indicate the position number and title, and the Fund/Org to be used for allocation along with the list of item(s) and amount(s) the candidate is requesting for reimbursement. To view an example email, click here.
2. Submit an Expense Report, on behalf of the candidate.
• View the guide Directly Reimbursing a Candidate, located in the GUIDES section of the Chrome River webpage.