OP 79.10: Travel by Prospective Employees
DATE: July 12, 2002
PURPOSE: The purpose of this Operating Policy/Procedure (OP) is to set forth the policies and procedures governing the reimbursement of travel expenses of prospective employees.
OP will be reviewed in November of each odd-numbered year by the director of
Accounts Payable, with recommendations for change forwarded through appropriate
administrative channels to the vice president for Fiscal Affairs.
1. Definition and Scope
A prospective employee is an individual being considered for employment by Texas Tech University (TTU). This includes employees at other state agencies being considered for employment at TTU. This policy governs the reimbursement of travel expenses incurred by the individual visiting TTU for the purpose of being interviewed and evaluated for employment.
2. Reimbursement for Travel Expenses
a. Prospective state employees are to be reimbursed in the same manner as TTU employees except that they may not receive a travel advance.
b. Airfare for a prospective employee may be requested with the Business Travel Account/Transportation Request (BTA/TR) as part of an online travel application. (See OP 79.04.)
c. Prospective employees are not exempt from hotel occupancy taxes; so all taxes paid should be entered when completing the travel voucher.
d. Prospective employees will be expected to follow the same travel guidelines as TTU employees, including the amount of travel allowances and submission of a travel voucher with the required documentation. (See OP 79.08.) This also includes the guidelines on international travel to TTU by a candidate from a country outside the U.S. and its possessions, Canada, or Mexico.
e. Reimbursement for travel expenses will be forwarded after the recruitment visit.
3. Travel Expenses for Spouse/Family
Travel expenses for the spouse or family of a prospective employee are allowed only on local funds and should be submitted on a Check Issuance Request (RI).
4. Direct Pay
In the event a prospective employee is financially unable to sustain the expense of an interview trip, a department may request that the hotel bill the department directly. Only official travel expenses may be direct-billed. These expenses include the lodging, all taxes, food charges, and local telephone calls made for official business purposes. Long distance telephone calls are not reimbursable for prospective employees. The prospective employee should be informed in advance to pay all non-reimbursable expenses upon checkout. Upon receipt of the lodging bill, the department must submit an RI for payment. (Note: This option is available only for prospective employees’ expenses, not for employee expenses.)