TO:Deans, Library Director, Department Chairs, and Program Directors

TO:Deans, Library Director, Department Chairs, and Program Directors

Assoc. Prov. Acad. Programs

FROM:Jim Mackin, Provost and Vice President for Academic Affairs

DATE:August 15, 2018

RE:Policies Related to Faculty Searches

Please share this memo with members of your Search Committees and yourSecretary. The guidelines clarify the responsibilities of Secretaries in making travel arrangements, documenting and reporting expenses, and communicating travel policies and guidelines to candidates.

The Provost’s Office will reimburse expenses incurred by faculty members and candidates.

NUMBER of search candidates:

A maximum of 3 candidates per approved search is allowed, unless a department is otherwise authorized by the Provost’s Office.

lodging:

Reservations should not be made until the Request to Search form has been approved. Lodging accommodations cannot be provided for candidates living within a 35 mile radius of the campus.

• Campus Facilities

The Department’s Secretary should:

1)Contact the Secretary at the Morris Complex (x2079) for guest facilities at East Street or West Street locations.

2) Contact the Secretary at the Morris Complex (x2079) for available guest rooms at that facility.

• Off campus Facilities

If campus facilities are not available,the Department’s Secretaryshould arrange for tax-exempt off-campus lodging at the state rate.

• Special Lodging Considerations

If special lodging considerations outside of the Oneonta area are needed, please notify the Provost’s Office (x3405) prior to making any arrangements

MEALS:

Maximum two days of meals, breakfast and dinner, when part of the interview process, are reimbursable for the candidate and members of the search committee as follows:

• Breakfast: Reimbursable for the candidate and a maximum of 1 faculty member. Maximum reimbursement per person for breakfast is $10.00 including tax and tip ($11.00 after October 1, 2018)

• Dinner: Reimbursable for the candidate and a maximum of 3 faculty members. Maximum reimbursement per person for dinner is $41.00 including tax and tip ($44.00 after October 1, 2018)

• Lunch:The State of NY does not reimburse for lunch expenses. However, lunch can be provided for the candidate and a maximum of 3 faculty members using on-campus dining facilities. OAS meal cards are available for lunch by calling the Secretary at the Provost’s Office (x2517). Please contact the Provost’s Office (x3405) for alternate arrangements, only if on-campus dining facilities are closed.No more than 3 faculty members plus the candidate may attend the luncheon; the price per person including the tax and tip is not to exceed $15.00.

Reimbursement for faculty:

To obtain reimbursement for meal(s), the faculty member who incurred the expense must:

1. Obtain an original receipt itemizing the meals and documenting the restaurant name, date of service and total cost. Please note: an itemized receipt, listing individual food and beverage prices, may need to be requested from therestaurant at the time of order. Reimbursement cannot be guaranteed unless an itemized receipt is submitted.

1. Consolidate all receipts of expenditures for a single search to be processed together.

1. Submit the original receipts, and a completed Purchase Requisition listing the date, location and names of those in attendance should be submitted, through the Department’s Secretary, to the Provost Office, Netzer 338.

Please note that the state will not reimburse expenses for alcohol. In addition, reimbursement for non-department members, e.g. spouses, is not allowed. These charges, if any, must be kept on a separate tab and paid for individually.

Reimbursement for Candidates:

Candidates must submit the following to the Department Secretary of unit involved with the search:

1. Original receipts for all expenses (airfare, car rental, etc.)

2. An AC 160 form, if a personal automobile is used, for mileage reimbursement

3.A completed Travel Voucher signed by the candidate (Payee’s Certification).

Reimbursement for airfare priced at $750 and above must be pre-approved by the Provost’s Office. Should circumstances arise resulting in a change in the candidate’s original flight plans, the maximum reimbursement will be for the cost of the original ticket plus the cost of a standard change fee only!

Please make sure the candidate has the required forms before he/she leaves the campus.The Department Secretary should forward the completed forms, the candidate’s Travel Voucher counter-signed by the Department Chair (Supervisor’s Certification), and a completed Purchase Requisition, to the Office of the Provost, Netzer 338

Reimbursement for expenses cannot be guaranteed for paperwork submitted after the May fiscal year-end spending deadline, unless prior arrangements are made.

Please contact the Office of the Provost (x3405)if you have any questions.

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