C-9. Candidate Travel Reimbursement
Candidates for faculty and professional staff positions are eligible for reimbursement of expenses associated with recruitment visits to IU Southeast in accordance with IU Travel Services and University policies.
School personnel should process, through Chrome River, faculty reimbursements using the appropriate account number assigned by the Office of Academic Affairs. Departments may, for professional staff reimbursements, submit itemized receipts to the Office of Administrative Affairs (US-156) for Chrome River processing from an account that has been created to cover such eligible expenses.
Schools, divisions, and departments can make hotel reservations for candidates; however, each candidate should pay the hotel directly and request reimbursement from the university. Candidates travelling from within the United States are no longer required to complete a W-9 tax form in order to receive reimbursement. The candidate must provide confirmation of their home address and itemized receipts for airfare, lodging, rental vehicle, taxi or shuttle, parking, and tolls. Receipts for meals are not accepted. If the trip is eligible for Per Diem reimbursement, it will be included in the final reimbursement. Please refer to the Per Diem Rates policy on the Travel Management website and to Travel Management policies regarding receipts and required documentation. For information on international candidate travel, please refer to Payments to International Visitors Guide.
Meals hosted and paid for by university personnel for candidates may be reimbursed using the special expense fund for the purchase of meals/food products with original and itemized receipts attached.
The meal limits are as follows:
- Breakfast $10.00; Host plus candidate $20.00 maximum
- Lunch $15.00; Host plus candidate $30.00 maximum
- Dinner $25.00; Host plus candidate $50.00 maximum
To request reimbursement, submit itemized receipts along with a Special Expense - Campus Funded Event - Payment Request form to Accounting Services for processing.