Expense Type Definition

This section provides a clear description of the expense type, including what it covers, its purpose, and any key distinctions from similar expenses.

Recruitment Candidate Travel and Individual Meals covers travel-related expenses for faculty and fellow candidates, including airfare, transportation, lodging, and individual meals.

Related Resource: Recruitment Candidate Hosted Business Meals

Expense Account

The account name should follow the chart of accounts.

Account name: Candidate Interview Expense

Account code: 591400

Parameters

This section defines the allowable employee types and the guidelines/limits for this expense type such as allowable amounts, eligibility criteria, time frame restrictions, and any special conditions. If these guidelines already exist, they can be referenced using a link.

Allowable Employee Types:

• • Dually employed faculty
  • PhD faculty
  • Fellows

Please reference the Clinician Faculty Recruitment Budget Guidelines for further parameters

Documentation Requirements

This section outlines the necessary documentation to justify expenses, such as itemized receipts, proof of payment, justification statements, approval documentation, travel itineraries, and attendee lists (if applicable).

Interview itinerary

Paid itemized receipts (airfare, transportation, means, lodging, etc.)

If submitting a one-time payment request:

• • Candidate Interview Expenses Request Form
  • UWH One-Time Payment Request Form
  • W-9 Form

Methods of Payment (select an option below)

This section should list only the allowable methods of payment. If a method of payment is not allowable, remove it from the bulleted list. Each method of payment will hyperlink to a separate page that will include instructions on how to process the payment.

Indicate which methods are preferred in a sentence.

Individual meals and ground transportation should be processed through a one-time payment request. Other recruitment candidate travel and individual meal expenses can be paid via:

Note: the options for this reference guide example - Recruitment Candidate Travel and Individual Meals - would only include Corp Card and One-Time Payment.

Corp Card

One-Time Payment

References

Policies

• • 1.14 UWH Travel and Other Expense Reimbursement Policy
  • 1.64 UWH Annual Employee Appreciation and Other Gifts Policy

Guidelines

• • Clinician Faculty Recruitment Budget Guidelines

Forms

• • UWH One-Time Payment Request Form
  • UWH Supplier Request
  • UWH S-211 (Tax Exemption Form)
  • W-9 Form