Policy 201.P Job Applicant Interview Expenses
Statement of Policy
The Division/Department office may determine it is in the best interest of the University to pay/reimburse job applicant interview candidates for expenses that are incurred as part of the interview process. If approved, all job applicant interview candidates must comply with UW – Madison transportation, meal, and lodging maximums as well as receipt requirements outlined at http://www.bussvc.wisc.edu/acct/policy/ppindex.html. Partial payment/reimbursement may be considered, but all candidates interviewing for the same position must be compensated equally.
In determining whether payment/reimbursement is in the best interest of the UW, consider the following:
- What is the job market supply and demand for the skills of the prospective employee?
- Is payment/reimbursement required as an incentive for prospective candidates to interview for the position?
- Are there other reasons, unique to the college, school or position, that justify payment/reimbursement?
Approvals
Approval is required in advance for payment/reimbursement of all job applicant interview expenses. The Request for Authorization to Reimburse Applicant Interview Expenses may be used in lieu of a letter of approval prepared by the Divisional Business Office. Please see below for requirements based on position.- Classified/Unclassified Positions: Approval from the Divisional Business Office must be obtained.
- Vice Chancellor or above: Approval from the Vice Chancellor for Administration must be obtained.
Associated Expenses
- Spouse of Candidate: Payment/Reimbursement for travel expenses, such as airfare, meals and lodging, for the spouses of finalists requires advance written approval from the Dean's/Divisional office.
- Meal Period Interviews: If the interview is taking place during the meal period, payment/reimbursement for the candidate and interviewers is limited to the UW – Madison meal maximums. The candidate's name, the title of the unfilled position and an explanation for holding the interview over the meal period must be documented.
- Employee Serving as Host: The Dean's/Divisional office or above may authorize a UW employee to act as a "host" for interview candidates. Meal costs within the state maximum and reasonable local transportation costs in connection with hosting the candidate may be paid/reimbursed. When an employee and his/her spouse are directed to dine with the finalist and his/her spouse as part of the interview process, payment/reimbursement for both the employee and his/her spouse is also allowable.
Contacts:
Travelers and departmental staff should contact their respective Dean’s/Divisional Business Office for policy or procedural questions.
Dean’s/Divisional Business Office may e-mail uwtravel@bussvc.wisc.edu with questions.