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 H1-B and permanent residency
  • Background checks

We have a very small budget to cover 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 faculty/staff and your candidates to be economical when making travel arrangements, dinner meetings, lodging reservations, etc.

Note: Travel budgets for on-campus interviews for non-tenure track faculty will not be approved except in special circumstances and with additional justification.  Please contact HR for information and required approvals.


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 Process

 

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.

Timeline:

  • The interview budget should be submitted to Human Resources as soon as the department has approval from the appropriate Vice President to invite the candidate to campus
  • All purchase requisitions to reimburse interview candidates and/or individual faculty or staff members for approved expenses incurred during the interview must be submitted to Human Resources within 7 business days following the visit.

  Guidelines for Lodging, Meals, and Travel

Please review the guidelines below prior to creating your Interview Budget Estimate.

Lodging

Lodging is limited to two (2) nights.

  • If available, Cassity Hall should be reserved for the candidate.  Please contact the office of the Vice President of Finance at 4004 first to check availability and, if available, reserve a room using the Cassity Hall Reservation Form.
  • If Cassity Hall is not available, the individual department is responsible for reserving a local hotel room and having it directly billed to the Human Resources Department in order to receive the DSU rate and waive tax.
  • HR will reimburse up to the maximum negotiated rate at local hotels for any hotel stay outside of Cleveland.  The department will be responsible for any additional charges.

Please contact the Office of Human Resource at x4035 for local hotel information.  Once the visit is over please fill out a paper requisition form, attach the original hotel invoice, and send to Human Resources for signatures and coding.

Meals

The request for reimbursement for group meals follows DSU policies:

  • There will be a dollar limit placed on the total allowance for meals during a candidate’s visit to campus based on the duration of the visit.  Please see the guidelines below for the maximum amounts to use for each meal.
  • HR will only reimburse for the candidate and two (2) committee/faculty/staff members for each meal.
  • Submit requests on a paper requisition form. An original, itemized receipt must be submitted for the cost of each meal.
  • Complete a Food Purchase Form for each meal. Please see an example completed purchase requisition and food purchase form here.

Items that are not reimbursable:

  • Meals for spouses & children of staff/faculty
  • Meals for any attendees beyond the candidate and two faculty or staff members
  • Alcoholic beverages
  • Refreshments for open meetings or receptions with the candidate and division faculty, staff, or students
  • Tips above 20% of the total bill, per state law

Guidelines for creating the estimated meal budget:

  • For each dinner the candidate will be on campus, estimate $60.
  • For each lunch the candidate will be on campus, estimate $50.
  • For each breakfast the candidate will be on campus, estimate $15.

This means for a candidate who arrives one afternoon, stays the entire next day, and leaves on the morning of the third day, the maximum total reimbursement will be $200.  The department will be responsible for not exceeding the total amount approved for meals using the above amounts, but will not be held to a per meal limit.  This means that if the cost of one meal does not exceed the per meal estimate, then that amount can be used to cover expenses for another meal, such as dinner.  NOTE: This does not mean that the savings can be used to pay for the meals of additional faculty/staff members.  HR will not reimburse for additional faculty/staff for each meal beyond the approved two.

Travel

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 the following costs with original, itemized receipts:

  • Airline tickets, train, or bus fare
  • Miles traveled at the rate of .54 cents per mile when driving to campus.  This should be documented on the purchase requisition form.
  • Baggage Fees
  • Airport parking
  • Shuttle transport or mileage to the local airport

Please itemize expenses beyond airfare and mileage under the Miscellaneous column on the Interview Budget Estimate form and provide an explanation in the comments section.

Travel Expenses Reimbursable to the Division or DSU Faculty:

  • Travel to and from the airport to pick up the candidate. Please follow the university policies for travel authorizations and refer to the procurement “Travel Decision Matrix” found at the bottom of the Travel Authorization webpage to determine the reimbursement amount at the current rental car rate.  University employees are eligible to either rent a car from Enterprise for the trip or use their personal vehicles and be reimbursed at the rental car rate.

Items that are not reimbursable:

  • Cost of a rental car for the candidate, unless less expensive than the total amount for faculty/staff to travel to the airport to pick up the candidate under the current travel matrix.
  • Any item for which an original receipt is not provided

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.  All reimbursements paid to the candidate must include the candidate’s social security number on the purchase requisition.


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 completed your budget. For a budget template for interview expenses please click here or go to the DSU website under Human Resources Forms and click on Interview Budget Estimate Template. 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 Rachel Becker to start the review process.
  3. The Office of Human Resources will review the Budget Estimate and contact you with a decision or any revisions.

Moving Expenses

Moving expenses may be supported in limited cases. Please check the Moving Expense Reimbursement policy for details.

Advertising

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 through PeopleAdmin. 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 $295 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
  • custodial
  • janitorial
  • 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 Rebecca Bouse.

 

The Office of Human Resources reserves the right to amend any and all of the Recruitment Budget Guidelines as deemed necessary.