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.

• 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

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