Recruitment Budget Guidelines
Click HERE for a printable copy of the Recruitment Budget Guidelines.
The Office of Human Resources is in charge of managing the recruitment budget for Delta State University. The recruitment budget consists of the following expenses:
· Advertising expenses for open positions
· Travel, meals, and lodging for interview candidates
· Moving expenses for the newly employed
· Legal fees incurred from assisting staff and faculty with obtaining permanent residency
We have a very small budget to cover all of these items; therefore, it is pertinent that you contact the Office of Human Resources prior to inviting any candidates on campus or committing to any other expenses that would be paid from this fund. Please advise your department and your candidates to be economical when making travel arrangements, dinner meetings, lodging reservations, etc.
***Prior to inviting interview candidates to campus, all departments must submit an estimate budget of the expenses for each candidate and obtain approval from the Office of Human Resources. Expenses incurred that were not pre-approved by the Office of Human Resources will be the responsibility of the hiring department.***
The following information provides guidelines, instructions, templates, and forms to be used when beginning the recruitment process. Please review carefully prior to starting your candidate search and contact The Office of Human Resources should there be any items that have not been addressed here.
Guidelines for Lodging, Meals, and Travel
Please review the guidelines below prior to creating your Interview Budget Estimate.
University housing is the most inexpensive option for overnight stays. Please check availability of university housing with Teresa Yarbrough at firstname.lastname@example.org extension 4004, prior to booking lodging. University housing is $40.00 per night versus a hotel at an average of $129.00 per night. Original invoices must be submitted with the purchase requisition.
The request for reimbursement for group meals follows DSU policies established by the Procurement office:
· Submit requests on a paper purchase requisition form. An original, itemized receipt must be submitted for the cost of the meals.
· List the names of the persons in attendance and the nature of the meeting.
· Alcoholic beverages consumed during the meal will not be reimbursed.
Please keep meal outings to the search committee members only. Meals for spouses or children of staff/faculty will be the responsibility of the hiring department.
Please note that travel expenses (i.e. plane tickets) are less expensive when booked in advance. When possible The Office of Human Resources asks that interviews be scheduled at least two weeks in advance to cut down on travel expenses. If there is an immediate need to bring the candidate to campus and the travel expense is high, the hiring department may be asked to assume a portion of the expenses.
All candidates should book their own travel arrangements when possible. Candidates may be reimbursed for transportation and mileage by submitting the following documentation:
· Original invoices or itemized receipts for airline tickets, train, bus fare or rental car
· Miles traveled may be documented on the purchase requisition form. Current mileage reimbursement rate effective January 1, 2013 is .0.565 cents per mile.
Please note faxed copies of invoices or receipts are not acceptable for payment by the Procurement office. Invoices with “estimated expenses” are not considered a final invoice and will not be acceptable for reimbursement. You must submit the original, final invoices.
Traveling to pick up a candidate
Traveling to pick up a candidate
Sometimes it is necessary for a university employee to travel to pick up a candidate from the airport. In this case, please follow the university policies for travel authorizations and refer to the procurement “Travel Decision Matrix” /pages/552.asp to determine if using your personal vehicle or renting a car from Enterprise will be less expensive.
Preparing your Interview Budget Estimate
After reviewing the guidelines for lodging, meals, and travel, please create an estimated interview budget for each candidate. The standard number of candidates allowed to be brought to campus for interviews is (2) two, any amount over that will need to be approved, prior to completing your budget. For a budget template for interview expenses please click here. The steps for submitting the budget for review are as follows:
1. Complete the Interview Budget Estimate Template. We prefer that you type the form in the Excel Spreadsheet and submit as an attachment to an email.
2. Email the completed Budget Estimate to email@example.com to start the review process.
3. The Office of Human Resources will review the Budget Estimate and contact you with a decision.
Moving expenses may be supported in limited cases. Please check with Human Resources for further information.
Delta State University has a very limited amount of funding for advertising. It is our goal to reduce the advertising expenses as much as possible while also bringing in promising, educated candidates. We ask for your assistance with this goal. You can help by thinking about the position you have open and matching it with the best publication, website or organization that you feel will have readers/subscribers who would make possible candidates. Please submit job advertisements to other universities and organizations that you feel would generate promising applicants.
If you feel there are potential candidates on campus or in the area that would be a good match for your position, please do not request to advertise outside of the university website. We will advertise on the DSU website and you should encourage the potential candidates to submit an application for the position through the Office of Human Resources. If the position is only advertised on the DSU website and we have not received sufficient applications, we can then look to reopening the position and advertising publicly.
In order to eliminate expenses, the Human Resource office will advertise with the most cost efficient method. For example, the average expense to advertise in print in The Chronicle is $450, the online fee is $280 with no word limit, therefore, we would only advertise online.
The Office of Human Resources makes the final decision as to whether a position will be advertised. Examples of positions that will not be advertised outside of the DSU website are:
· administrative or secretarial
· resident hall assistants
Grant funded positions:
If your position is Grant Funded, the Office of Human Resources will consult with the department/division to determine if there is money in the grant to assist in paying for the advertising.
What if we do not receive enough applicants?
If your position has been advertised publicly and has expired with an insufficient number of applications received, you may request additional advertising by sending an email with a detailed explanation of your request to firstname.lastname@example.org.