Purpose

To identify and provide control for travel and travel-related expenses incurred by, or on behalf of, prospective employees who are invited to Memorial to attend a pre-employment interview.

Scope

Prospective employees who travel to Memorial to attend a pre-employment interview or for an interview held off-campus.

Definitions

Recruitment Related Entertainment — Activities designed to enhance the prospective employee's consideration of Memorial as a potential employer and/or to promote the city or province as a desirable place of residence.

Unit Head — For the purpose of this policy, Unit Head means Dean, Director, Executive Director, the University Librarian, the University Registrar, Associate Vice-President and Vice-President as per the circumstance.

Policy

1. In accordance with established search procedures, the Unit Head or search committee may invite candidates from the short list to visit the University for an interview.

2. The candidate's spouse, partner, or a dependent child may be invited to accompany the candidate for the pre-employment interview.

3. Travel and travel-related expenses for the candidate and the person accompanying the candidate will be reimbursed with the approval of the Unit Head and in accordance with the following:

a. Travel to the interview will be reimbursed at the most economical and reasonable mode of transportation available, and in any event, should not exceed economy fare from the prospective employee's then place of residence to the airport nearest the appropriate campus of the University.

b. Vehicle rentals may be reimbursed at the discretion of the Unit Head, if he/she considers it the most economical and efficient mode of transportation during the visit.

c. Accommodations, as approved by the Unit Head, will be reimbursed to a maximum of four nights.  Private accommodations will be reimbursed as per the Schedule of Reimbursable Expenses.

d. Candidates may be hosted by the University during their interview visit for meals in accordance with the Hosting policy. Hosting expenses are not reimbursable to the candidate.

e. Candidates will be reimbursed for meal per diems and incidentals as per the Schedule of Reimbursable Expenses excluding those meals covered by any hosting activity.

f. With prior approval, and at the discretion of the Unit Head, employees may be reimbursed for expenses incurred to provide Recruitment Related Entertainment for a prospective employee in lieu of a hosted meal.  Such expenses must be reasonable, authorized, and appropriately documented, and should not exceed the cost of the otherwise hosted meal that would have been provided for, in the Hosting policy.

4. An application for pre-employment interview costs not provided for under this policy must be made to the respective Vice-President.

Procedures: