2.2. 9 Travel Reimbursement for Candidates

Policy Section: Employment

Policy Number and Title: 2.2.9 Travel Reimbursement for Candidates
Applicable to: Candidate for Monthly-Paid Positions
Effective Date: June 13, 2011

Policy Description

It is University policy to reimburse candidates for administrative positions for reasonable expenses incurred when traveling to Princeton University for an interview. To be eligible for reimbursement, candidates must be invited to interview on campus by the Office of Human Resources and must follow the policies and procedures described below.
 
If there is a special situation, which is not covered by this policy, the candidate or hiring department should contact Carlson Wagonlit (CW) Travel at (866) 640-3294 or (314) 513-0801 if calling from outside the United States, or contact the Office of Human Resources at (609) 258-3300 prior to starting the trip. Candidates should be informed of and abide by these guidelines when traveling to and from the University.
 
Reimbursement is made only for those business expenses incurred by the candidate, which are covered under these guidelines.

Procedures

CW Travel will make arrangements for airline/train tickets and hotel accommodations with little or no out-of-pocket expense to the candidate. After the trip, the candidate must submit a Business Expense Report form and original receipts for any other expenses incurred to the Office of Human Resources within 10 working days to receive reimbursement. 
Airline & Train Reservations
All travel will be booked in coach class at the lowest logical fare as determined by CW Travel for a round - trip ticket. Flights requiring more than one scheduled stop or airline will not be used. Should a ticket or portion thereof be lost, or not used, CW Travel should be notified immediately. Any unused ticket must be returned as soon as possible. Should there be a need for a last minute reservation; CW Travel may issue a prepaid ticket to be picked up at the airline or train counter.
Automobiles
Personal Autos
Time, scheduling and cost constraints may dictate the need to use a personal car. When the number of miles driven is 50 or more, the University will reimburse for mileage at the current flat rate, and for tolls and parking fees.
 
Rental Cars
Not covered
 
Taxicabs
Taxicabs are to be used for in-city destinations whenever possible unless another mode of transportation is more cost effective. 
Hotel Reservations
CW Travel has negotiated rates at several local hotels and they should be contacted for hotel arrangements prior to the candidate's arrival. CW Travel will guarantee all hotel reservations for late arrival. However, if for some reason the candidate will not be using the room, the reservation must be cancelled by 4 p.m. During normal business hours, contact CW Travel at (866) 640-3294 or (314) 513-0801 if calling from outside the United States.
Meals
Candidates will be reimbursed for their own moderately priced meals and related tips. Charges for room service will only be reimbursed when the hotel dining facility is closed upon check in and the charges are moderate. 
Personal & Miscellaneous
Costs for personal items such as dry cleaning, laundry, entertainment and toiletry items will not be reimbursed. 
Telephone
Telephone charges will not be reimbursed. Internet connection charges are reimbursable.
Gratuities
Tipping expenses may be claimed on the Business Expense Report.

Procedure

Candidate
Submits all original receipts and a completed, signed Business Expense Report form, also available from the Office of Human Resources, to the staffing specialist within ten working days of completing travel.  
 
All expenses or situations should be explained either on the voucher or in an accompanying memo, and mailed to Princeton University, Office of Human Resources, 2 New South, Princeton, NJ 08544-5264. 
Staffing Specialist
Reviews Business Expense Report form, contacts the candidate if additional information is needed, and approves or disapproves expenses as appropriate. As necessary, contacts candidate for further information and/or explanation. Initiates reimbursement by submitting the Business Expense Report with required signatures to the Office of Financy and Treasury
Office of the Treasurer
Reviews and approves expenses and mails a check to the candidate at the address indicated on the Business Expense Report.

Related Documents

Other Policies

Contacts

Office of Human Resources
(609) 258-3300

Previous revision: October 15, 2003