Candidate Reimbursement

Each search has an allocated amount of $3,200 for up to three (3) candidates with any one single candidate not to receive reimbursement in excess of $1,600. If a search has exceeded the allocated amount and the committee is adamant that the candidate should be reimbursed, the Department’s O&E account will be charged the additional costs.

Searches for Deans, Vice Presidents, and Executive Committee positions have an allocated amount of $10,000 which has been approved for airport and on-site interviews. If a search exceeds the $10,000, the Department’s O&E account will be charged the additional costs.

Travel, lodging and meal expenses for Administrative, Academic, and Athletic Coach Candidate Searches are to be charged to the following accounts:

• Administrative Position Searches - Banner Index BSRV07
• Athletic Coach Position Searches - Banner Index BSRV07
• Academic Position Searches - Banner Index ACAF06

• Air/Rail: Reimbursement is limited to economy class. Additional charges such as early check-in, seat selection, trip protection or airport lounges will not be reimbursed.
• Automobile: Reimbursement for the use of a private automobile will be at the current GSA rate. Mileage is determined through the use of Mapquest and candidates must choose the shortest available distance between the starting point and destination. The use of rental cars is permissible, but the candidate must select the most cost-efficient class of vehicle.
• Airport Transportation: Ground transportation to and from the airport is allowed, provided it is reasonable, and the lowest cost-option is utilized. Reasonable tips will be reimbursed.
• Other: Parking and tolls will be reimbursed with a paid receipt.

Candidates seeking reimbursement for lodging will be reimbursed the cost of a standard hotel room; Central will not pay the additional fees associated with upgrading a room. Zero-balance receipts are required as proof of payment and must be included with the reimbursement paperwork. If the candidate booked through a third-party vendor and a zero-balance receipt is not available, it is permissible to submit the confirmation documents with a copy of the credit card statement.

Meals are reimbursable in two (2) ways:

• If the candidate provides receipts, it must be for every meal not partial, and the receipt must be itemized in order to see if there is any alcohol (which is not reimbursable).
• If the candidate does not have the meal receipts, they can receive a reimbursement at the per diem rate for Hartford County, minus $5 for incidentals (candidates will only receive reimbursement for breakfast, lunch and dinner). 

All meals provided through the University's - Food Service must be requested in advance through Sodexo. If the candidate is provided meals through Sodexo, the meal allowance must be prorated as noted above.

Off-campus meals with Search Committees will not be reimbursed, unless there are extenuating circumstances and prior approval is received from the Controller or designee.

• Candidates to send their receipts to Department Hiring Coordinator
• All original receipts must be attached to the travel expense voucher, including passenger portion of airline, rail and bus tickets. 
• The voucher and all original receipts must be submitted to the Travel Department within 30 days after completion of the trip. 
• Any claims submitted after the 30-day period will be returned without reimbursement.
• Candidates must provide the University with a W-9 form in order to receive reimbursement. Please submit the completed form through our Sharefile, with reference on top of the page “For Candidate Reimbursement”. 

Notify your department contact once the form is successfully uploaded. 

Questions regarding the candidate reimbursements may be directed to the Central Travel Help Desk at CCSUTravelHelpDesk@ccsu.edu  or 860.832.2580.