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Policy and Procedure Manual
Section 306 - Allowable Costs for Recruitment

Applies To: Employees

Purpose:
To define the allowable costs for recruitment which supports the efforts of the College to recruit a diverse group of qualified individuals who will increase the College’s human resource assets.

Policy
The following costs can funded by the College. When the position is supported by appropriated funds costs can be funded from appropriated funds. When the position is supported by local funds, the funds utilized to cover these costs, must be local as well.
1. Advertising Costs: The term advertising costs means the costs of advertising media, such as magazines, newspapers, websites, radio and television programs, direct mail, and exhibits.
Advertising costs for the recruitment of personnel required for the performance of obligations under the sponsored agreement are allowable as direct charges to an agreement.

Guidelines:
The dates of the advertisement must correspond to the dates of the agreement to be charged.
If an advertisement benefits more than one sponsored agreement, the cost of the advertisement should be allocated between all agreements benefited.
The Request for Payment should include the dates of the advertisement and the content of the ad if the information is not clearly provided on the invoice from the vendor.
Costs of promotional items and memorabilia including models, gifts and souvenirs are unallowable.

2. Reimbursement of expenses for candidates interviewed: When approved by the Hiring Manager, prospective candidates for faculty, dean or director (benefited) vacancies, in the 0000, 1000 or 2000 bands, will be reimbursed for travel expenses or other reasonable expenses in order to participate in an interview. Reimbursement will not exceed $500 for each interview in which a candidate participates.
When approved by the President, prospective vice president candidates will be reimbursed for travel expenses or other reasonable expenses in order to participate in an interview.

Guidelines:
Expenses will be reimbursed at established state rates and will be charged back to the hiring department.
Receipted amount for transportation, room and board must be presented to receive reimbursement.
Receipted amount for other reasonable costs to participate in the interview must be presented to receive reimbursement.
Receipted amount for other reasonable costs to participate in the interview must be presented to receive reimbursement.

3. Moving Expenses:
When approved by the President, successful candidates for vice president positions are allowed moving expenses not to exceed $15,000. Allowable expenses include a predetermined number of trips to secure real estate, and actual moving expenses to include meals, motels and transportation or other reasonable expenses to relocate.

Guidelines:
Expenses will be reimbursed at established state rates.
Receipted amount for transportation, room and board must be presented to receive reimbursement.
Receipted amount for other reasonable costs to re-locate must be presented to receive reimbursement.

History: Implemented May 2004