Permitted only if the President makes a specific, formal determination that all of the following conditions exist:
- The significance of the position to be filled is such that it warrants incurring such costs.
- The costs do not exceed the expense of conducting the interview at the Interviewee’s home area or elsewhere.
- Qualified candidates residing within South Carolina are considered before candidates from other states are sought.
After interviews are scheduled, written approval of the Provost must be obtained before interview expenses can be incurred (See form). Please submit an interview expense form for each candidate to the Provost’s Accountant, who will seek approval from the Provost for the department. Once approved, a signed copy will be sent to the academic department and Financial Services. Interview expenses will be reimbursed/paid for full time tenure track faculty positions only.
Departments may interview a maximum of 3 candidates per position. Departments must seek the approval of the Provost to interview more than 3 candidates. Other positions (i.e. visiting or adjuncts) may be approved at the discretion of the Provost.
Reimbursement for Interview Expenses for Local Candidates
Local candidates reside within a 30 mile radius of campus. Lodging expenses are prohibited as well as any transportation costs. The candidate is not eligible for per diem.
Reimbursement for Interview Expenses for Out of Town Candidates
Reimbursements or payments are allowed for transportation, up to two nights of lodging, and applicable meals. See below for limits on meals. The most economical means of travel should be used. Candidate mileage will be reimbursed at the applicable IRS rate. Reimbursements will not be processed until all interviews have been completed. Please turn in all documentation for each candidate at one time to prevent duplication.
To reimburse interviewee:
Collect itemized receipts from the interviewee. Credit card receipts are not proper documentation for these expenses. Enter purchase requisition and forward original receipts with the purchase requisition number to Provost Accountant. Once approved, all documentation will be forwarded to Accounts Payable for processing.
Meals for the candidate will be reimbursed at the in-state per diem rate – $8 breakfast, $10 lunch, $17 dinner. Meals for candidate’s spouse and/or family members will not be reimbursed by The Citadel.
To reimburse a Citadel faculty member:
For each individual faculty candidate, the department/school will be allocated $300 for meals between the candidate and departmental faculty during the interview process. There is no longer a limit on the number of meals or the number of faculty that can attend a meal. Meal choice is left to the discretion of the department/school. Cadets may attend breakfast or lunch meetings, but not dinner. There will be no reimbursement for spouses and/or family members of Citadel faculty members or interviewees.
If a department does not use all of the $300 on meals for one candidate, the remaining funds must be remitted back to the Provost’s Office.
Credit card receipts are not proper documentation for these expenses. NO REIMBURSEMENT WILL BE MADE WITHOUT AN ITEMIZED RECEIPT. Complete an (Entertainment Document) for each event. Enter purchase requisition. Line detail must include names of individuals attending and the specific meal provided (breakfast, lunch, dinner) and the date of meal. Forward original receipts and Entertainment Document with the purchase requisition number to Provost Accountant. Once approved purchase requisition is approved, documentation will be forwarded to Accounts Payable for processing.
Please Note: Reimbursements will only be processed once all receipts are received for each candidate to prevent duplication.
Items to Remember:
- Rental cars are not a reimbursable expense.
- Snacks are not a reimbursable expense.
- NO REIMBURSEMENT WILL BE MADE WITHOUT AN ITEMIZED RECEIPT.
- Meals for candidate’s spouse and/or family members will not be reimbursed by The Citadel.