All candidate reimbursements must be submitted through an Expense Report (ECM)

  • Do not purchase/make any arrangement using personal funds.
  • PCard should not be used for ground transportation costs.

Prior To The Visit

Initial Contact

  • Send the candidate a letter/email 
    • Outline the travel reimbursement procedures.
    • Requesting traveler information.
      • Full legal name.
      • Address (must be different from place of employment)
      • Phone number.
    • Special accommodation needs for interview process.
  • Share information on Candidate Fact Sheet with the candidate
  • Contact the International Student and Scholar Office at 895-0143 if the candidate will need visa assistance.
  • Obtain approvals for special requests or circumstances (extended stay, rental car, weekend stay, special accommodations, and companion travel).
  • Contact the Office of Equal Employment and Title IX at 895-1879 if any ADA accommodations are necessary.
  • Prepare a recruitment agenda for the visit.

Transportation

  • Candidates should arrange and pay for their own transportation and maintain receipts for reimbursement.  
  • Candidate must pay and arrange for his or her own rental car.
    • Exceptions require vice president, dean, or Director of Intercollegiate Athletics level or above approval. 
      • The State of Nevada Car Rental contract cannot be used.
      • GPS/Satellite Radio/Optional insurance will not be reimbursed.

Lodging

  • The candidate is to make their own arrangement, with departmental approval for lodging rates per the GSA table and be reimbursed. 
  • Department should recommend that the candidate make lodging reservations at non-gaming properties. 
  • Non- hosted meals may be reimbursed as travel per diem.

During The Visit

  • Collect original receipts with vendor business name, description/detail of purchase, total paid and method of payment.
  • Lost receipt affidavits are not accepted for candidates.
  • Confirm candidate mailing address for travel reimbursement.
  • Advise candidate where to send any additional receipts obtained after leaving UNLV

After The Visit

  • Prepare an Expense Report (ECM) . Include
    • Position title
    • Search number
    • Scanned original receipts and agenda.
    • Exception approvals (if applicable)
  • Submit Expense Report for employee reimbursement for recruitment meals
  • Candidate will receive reimbursement by mailed check.
    • Checks are mailed out the last week of every month.