Travel Reimbursement Guidelines for Interview Candidate

The University prioritizes candidate travel expense reimbursement. To be able to expedite them however we need the candidate to conform to the travel regulations and provide the following information and documentation. Candidate should contact the department conducting the interview with any questions prior to finalizing arrangements.

Information needed to process expenses follows.

	Lodging
	Airfare
	Ground Transportation

	Miscellaneous Expenses
	Filing for reimbursement

Lodging

Limited to the current single instate rate plus applicable taxes

Interviewee’s responsibility:

Additional room charge for double occupancy

Phone charges in excess of $5/night, movie rentals, upgraded room and any miscellaneous charges

Back-up required: Original, itemized hotel receipt

For candidates convenience here's a listing of Menomonie hotels that have contracts with the University. Reservations must be made at one of these establishments. When making reservations state that you are interviewing at UW-Stout to obtain the state rate. All hotels are approximately 2 miles from campus.

AmericInn & Suites - 715/235-4800

Holiday Manor (formerly Best Western) - 715/235-9651

Super 8 - 715/235-8889

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Airfare

Airfare limited to the lowest logical fare available. If guidelines are not adhered to, candidate may be limited to a lower fare.

Airfare requires two comparisons in addition to the flight selected. The comparisons need to comply with guidelines including allowing for layovers and not showing preference to one airlines

Simply stating 'least expensive' isn't acceptable

May require one plane transfer

Coach or economy fares - first class and business fare are never reimbursable

If a savings can be shown by adding additional days to the trip, e.g., staying over a Saturday or flying on a particular day, reasonable expenses for lodging and meals for the minimum necessary additional days may be claimed if

the total cost of the reduced fare plus the additional days' expenses are less than the lowest available airfare would have been without the additional days of travel

To be reimbursed written documentation must be provided. Simply stating "$50 was saved by staying additional days" will not be accepted as documentation

Prior to booking the flight complete the Saturday night stay comparison form. This needs to be attached to your expense report.

Candidates driving a long distance to interview need to be aware that University regulations state reimbursement for the use of a person car shall not exceed the lowest cost of the most practical means of public transportation (railroad, bus or commercial airplane).

For long distance travel usually airfare is the lowest logical form of transportation

If candidate chooses to drive they will be reimbursed only up to the amount of the lowest logical airfare plus estimated ground transportation expenses.

A cost comparison between driving and the most practical means of public transportation (usually the lowest logical airfare) should be provided.

Back-up required:

Two airfare comparisons showing round trip itinerary

Passenger receipt portion of airline ticket showing cost, dates, class of service

Itinerary with departure and destination information

If using an E-ticket attach that to your expense reimbursement

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Ground Transportation

Airport Shuttle Service
Airport Passenger Service offers transportation from the Minneapolis Airport to Menomonie. Access their web site for pricing and scheduling information.

Back-up required: Original receipt

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Rental Car
Only with prior approval of the interviewing department a car may be rented for transportation to and from the interview process.

Candidates are encourage to use our contract with Big Ten National . If the individual wishes to use another rental company the reimbursement will be limited to our contract rate for a mid-sized car.

Note: Contract number to use is 5766241

Cost of rental is limited to mid-size car

Gas (original itemized receipt required) for round trip

NOTE: If candidate chooses to have car rental vendor refuel car, the fueling charge will not be reimbursed.

LDW/CDW insurance is included in contract pricing

Back-up required:

Original, itemized rental agreement and receipt

Original, itemized receipt for any gas charges

Department will send the candidate a letter authorizing the use of the National contract for the interview period

Interviewee’s responsibility (not reimbursable)

	Excessive mileage or gas charges for touring area
	Premium or luxury car rental
	If candidate prefers a rental car rather than using the shuttle service, department may choose to reimburse the car up to the monetary amount for a round trip on the shuttle
	Additional insurance

Driving to Interview
If distance doesn't warrant flying, interviewee's personal vehicle can be used and reimbursed as follows:

	Round trip mileage @ the higher State rate from point of origin to campus
	NOTE: If planning to drive from a distant city, it is necessary to check with your contact person at Stout for additional information prior to trip

Interviewee’s responsibility (not reimbursable)

Gas, repairs, locksmith and any other incidental expenses

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Miscellaneous Reimbursable Expenses

Current state allowances for:

Personal phone call $5/night - no receipt required

Meals - no receipt required

Airport parking - no receipt if $10 or less per day

Airport porter - $1/bag

Maid tip - $2/day

Additional miscellaneous expenses incurred by candidate extending trip to tour the area are not reimbursable.

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Completing Expense Report

Complete online expense report form (TER)

Indicate name and mailing address

Include social security number on the expense report

List expenses daily

Rental car and airfare may be listed as total sum

Totals will calculate automatically with online form

Attach all necessary original receipts

Be sure to sign the expense report! An original signature is necessary to reimburse expenses

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