2.2.3 Candidate Travel Expenses

Policy Section: Employment

Subsection: Hiring Practices

Effective Date
November 06, 2017
Previously Updated
June 13, 2011
Applicable to
Candidates for Benefits-Eligible Exempt Positions
Responsible Executive
Lianne Sullivan-Crowley, Vice President for Human Resources
Responsible Office
Office of Human Resources
Policy Description

Candidates for administrative positions are typically eligible for reimbursement of their own reasonable expenses incurred when traveling to Princeton University for job interviews. To be eligible for reimbursement, candidates must follow the procedures described below. If there is a special situation not contained in this policy, the candidate or hiring department should contact the talent acquisition specialist prior to booking the trip.

Application of the Policy

The hiring department is normally responsible for disseminating travel information to candidates described by this policy.

Procedure

University-approved travel agent is World Travel, Inc. To make arrangements, eligible candidates should call World Travel at (888) 530-4085, a dedicated phone number, during normal business hours, which are Monday to Friday, 8:00 a.m. to 6:00 p.m. ET. For emergencies during non-business hours, call (888) 530-4085. For calls originating outside the United States, the number is (484) 722-6217.

World Travel arranges the most effective itineraries with little or no out-of-pocket expenses to the candidate for air, train, and/or ground travel as well as nearby hotel accommodations. To receive reimbursement, the candidate must complete and submit a HR Guest Travel  Expense Reimbursement Request form along with original or scanned receipts immediately after the trip and no later than 30 days for any eligible expenses to the Office of Human Resources.

Individuals with questions can contact their talent acquisition specialist.

Airline, Train, & Ground Transportation Bookings

Agents book all travel in coach class at the lowest logical fare as determined by World Travel as well as ground transportation to and from airports. Agents make every effort to avoid flights requiring more than one scheduled stop or airline. If, for any reason, the candidate is unable to utilize a ticket or no longer needs ground transportation, the candidate should notify World Travel immediately.

Automobiles

Personal Autos

Candidates may use their personal cars to drive to campus for their interviews based on reasonable time, scheduling, and/or cost considerations. They are reimbursed at the current IRS flat rate for a distance of 50 or more miles driven and for tolls and parking fees. Fuel is not reimbursable.

Rental Cars

Normally, rental cars are not covered under this policy.

Taxicabs & Ride Shares

Candidates may utilize and be reimbursed for taxicabs or ride shares for in-city destinations when appropriate unless another mode of transportation is more cost effective.

Hotel Reservations

World Travel has negotiated rates at several local hotels and reservations include a guarantee for late arrivals. However, if for some reason, the candidate will not be using the room, the reservation must be cancelled 48-hours prior to check-in date.

Meals

Candidates are reimbursed for their own moderately priced meals and related tips. Alcoholic beverages are not reimbursable.

Personal & Miscellaneous

Costs for personal items, such as dry cleaning, laundry, entertainment, and toiletry items, are not be reimbursable.

Telephone & Internet

Telephone charges are not reimbursable. Internet connection charges are reimbursable.

Gratuities

Tipping expenses are reimbursable. Gratuities are included when booking ground transportation through World Travel.

Roles & Responsibilities
Candidate

Emails all original or scanned and/or signed receipts along with a completed, signed HR Guest Expense Reimbursement Request form to the talent acquisition specialist.

Talent Acquisition Specialist

Reviews HR Guest Travel Expense Reimbursement Request form, contacts the candidate if additional information is needed, and approves or disapproves expenses as appropriate. As necessary, contacts candidate for additional information and/or explanation. Initiates reimbursement by submitting the completed HR Guest Travel Expense Reimbursement Request form for processing.

Office of Finance & Treasury

Reviews, approves and processes expenses. Mails a check to the candidate.

Update Log

11/6/2017: Updates regarding new travel management company

6/13/2011: Previous revision date