Travel for Interview Candidates

The department contacts final candidates and decides upon interview dates.

Air Transportation:

The candidate may arrange coach air travel in conjunction with the specific department individual with the expenses. Please encourage candidates to include a weekend as this often means a savings of 50% or more on the airline ticket. The ticket information will be sent to the department and candidate for their records.

Please avoid last minute interviews as this often doubles the airline ticket cost and sometimes makes it impossible to get the ticket information to the candidate in time. Also, try to allow 7 days between the ticket purchase and the interview date — this also results in savings.

If the person makes their own arrangements, they must submit all receipts and complete the Non-Employee Expense Form (located under our forms page). These should be submitted to the department for which they interviewed, for partial or full reimbursement.

Ground Transportation:

The following are some suggestions for NH travel:

  • A department representative drives the candidate. This alternative also provides extra time to get to know the applicant. The candidate flies into Manchester and is picked up there, or takes the bus into Plymouth.
  • The candidate rents a car at the airport. This has become more common practice since candidates often stay an extra day or two in order to take advantage of lower fares. They enjoy the chance to get to know the areas and it costs us less to pay for car rentals than to pay higher airfares. The candidate must pay and get reimbursed later with other expenses (see reimbursement section). There are exceptions to this process on a case to case basis. Department would reserve car at Manchester Airport for the candidate.
  • If the candidate elects to drive from his/her home, they will be reimbursed for mileage at the standard rate in effect by the Federal Government at the time (ex: .48.5 per mile effective 1/1/05.)

Meals:

The university guidelines for meals require original, detailed receipts to be submitted after the interview session to the department handling these expenses.

The candidates should, if possible, be accompanied during meals by a department representative. Please remember that alcohol and spouses’s meals are not reimbursable.

Lodging:

The department arranges for the candidate’s lodging. Be sure to give the lodging establishment the candidate’s name and the department name. Plymouth State University can be billed directly by the establishment or the department will pay on their travel pcard.

Note: Before each candidate leaves the campus, please give him/her a “Reimbursement for Travel PSU Non-Employee Form” (located in our forms web page). This will speed up the reimbursement process. They will need to complete, sign and return to the department for approval and processing.

Reimbursement:

  • The Candidate:
    After the candidate returns the reimbursement sheet with receipts, they will receive payment for expenses by check. The Accounts Payable Office enters the Direct Pay with all information included as a One Time Vendor.
  • PSU Employees:
    For restaurant bills, PSU employees may submit a completed “Petty Cash” form (with the name of the candidate and the number of people present) to the department picking up the costs for a FOAPAL and approval. Please remember that university policy is that no alcohol is reimbursable.

For driving the candidate from the airport or bus station, to and from PSU, employees may claim the current standard mileage reimbursement.

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