Overview

• A Request for Authorization to Reimburse Applicant Interview Expenses must be completed prior to offering any reimbursement.
• IF the candidate asks, you may tell them you will look into it to see if there is money available to cover this type of expense.
• Ask them for an estimate of what they think their total expenses might be so you can complete the Authorization to Reimburse Applicant Interview Expenses form.  

Business Services - Reimbursing a Non-Employee 

Instructions

1) Contact your Administrative Support Representative

The Hiring Manager should contact their Administrative Support person prior to making any offer of reimbursement to a candidate for travel costs to participate in a UW-Madison Division of Extension final interview.

2) Complete the Authorization to Reimburse Applicant Interview Expenses Form

• The Hiring Manager completes the Authorization to Reimburse Applicant Interview Expenses form, signs, and dates on the Department Authorization line.
• You may leave the funding string blank.
• If you have more than one candidate requesting reimbursement, a separate form must be completed for each candidate.
• There is a cap on the amount the candidate may be reimbursed.
• If approved, the candidate will be notified of that amount.
• The amount may be based on the estimate given on the Authorization to Reimburse Applicant Interview Expenses form.

3) Return the completed form to your Administrative Support Representative

• Return the completed form to your administrative support representative. 
• They will then send it on to Divisional HR for review, approval and signature.
• If approved, Divisional HR will return the form to the administrative support rep. 

  • In circumstances where the position will be 143-funded (in whole or in part), we can use the regular HR 143 non-salary budget line (143-471200-6-AAL3998). In circumstance where there is no 143 funding for the position, please use 104-471200-6.

• They will then complete step 2 - Non-Employee Profile Setup Form
  • If the candidate is internal, they will be notified of the funding string to use when they submit their eTER. 

• If the candidate is external, the administrative support representative will submit a Non-Employee Profile Setup Form to the Office of Financial Services for the candidate.
• Once this form is reviewed, approved, and signed, it will be returned to the administrative support representative.
• The purpose of this form is so the administrative support representative will then be able to complete an eTER on behalf of the external candidate for reimbursement.

• Once these forms are reviewed, approved, signed, and returned to the administrative support representative, they will then notify the candidate if approved (or not) for reimbursement of their travel for a final interview.
• The Hiring Manager will be copied on that notification.
• When the candidate is notified, they will receive our procedures letter advising them of how they may be reimbursed for this type of travel along with UW-Madison travel policies.

UW Visitors Travel Guide

Human Resources Representatives can find the funding strings on the Internal Site (limited to HR Group)

Questions? Contact hr@extension.wisc.edu.