Fort Hays State University > About FHSU > Academic Divisions > Office of the Provost > Faculty and Unclassified Handbook > Ch 3 Candidate Travel
Office of the Provost
1. Candidates' actual and necessary travel and subsistence expenses will be paid as an honorarium supported by original receipts. Lodging can be paid by
using a department P-Card or paid by the candidate and reimbursed on the
Candidate Receipt Form. Airfare, meals,
rental cars, rental car fuel, tolls, and all miscellaneous expenses must be paid
by the candidate. The candidate can be
reimbursed for meals by the per diem meal allowance (deducting provided meals)
or actual meal cost by submitting the original meal receipts. All original receipts paid by the candidate
should be given to the department for reimbursement. Departments are to obtain a W-9 (or W-8Ben)
while candidate is on campus if the candidate will receive reimbursement. They will be informed in advance that they will be expected to pay their own expenses and keep the receipts. Candidates should receive payment approximately two weeks after the Candidate Receipt Form is through the approval cycle and receipts are received in the Business Office. Hardship exceptions can be approved by the dean or director.
2. The appropriate administrative head will initiate a requisition with receipts attached. The requisition shall contain the following information regarding the candidate to be paid: a) name, b) social security number, c) current mailing address, d) dates of appearance, and e) position(s) applied for.
3. All travel and subsistence allowances paid to candidates interviewing for positions within a "college" will be charged to the appropriate dean's budgetary account. When recruitment is for a dean, director, etc., the expenditure will be charged to the appropriate vice president's budgetary account.
Revised and approved by President's Cabinet (11-01-88).
Revision approved by Vice President for Administration and Finance (07-22-13).
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