Interview Candidate Travel
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.
- Lodging
- Airfare
- Ground Transportation
- Miscellaneous Expenses
- Filing for reimbursement - Completing the Expense Report
Lodging
Lodging is l imited 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. When making reservations, state that you are interviewing at UW-Stout to obtain the state rate. NOTE: At certain times some hotels will not honor the single instate rate as indicated on the above link. Please be aware that is the maximum you may be reimbursed. All hotels are approximately 2 miles from campus.
- AmericInn & Suites - 715/235-4800
- Country Inn & Suites - 715/235-5664
- Motel 6 - 715/235-6901
- Super 8 - 715/235-8889
Airfare
Airfare is limited to the lowest logical fare available. If guidelines are not adhered to, candidate may be limited to a lower fare. First class or business class is not reimbursable.
- With prior approval of the hiring department, 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:
- E-ticket
- Itinerary with departure and destination information
Ground Transportation
Airport Passenger Service or Chippewa Valley Airport Service offers transportation from the Minneapolis Airport to Menomonie. Access their web sites for pricing and scheduling information.
- Back-up required: Original receipt
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 and the only reimbursable insurances
- 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
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
- Any other incidental expenses
Miscellaneous Reimbursable Expense
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.
Filing for Reimbursement - Completing the 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