{"id":22750,"date":"2021-01-05T13:12:30","date_gmt":"2021-01-05T21:12:30","guid":{"rendered":"http:\/\/policies.wsu.edu\/prf\/?page_id=22750"},"modified":"2025-11-07T16:05:11","modified_gmt":"2025-11-08T00:05:11","slug":"bppm-95-14","status":"publish","type":"page","link":"https:\/\/policies.wsu.edu\/prf\/index\/manuals\/business-policies-and-procedures-manual\/bppm-95-14\/","title":{"rendered":"95.14 Applicant Travel"},"content":{"rendered":"\n

University Policies and Procedures Manual (previously Business Policies and Procedures Manual)<\/h1>\n\n\n\n

Applicant Travel<\/h2>\n\n\n
\r\n \n
\r\n\t\n\n

UPPM 95.14<\/strong><\/p>\n

For more information contact:<\/strong>
\n   Travel Services
\n   509-335-2034<\/a><\/p>\n

\n

Policy<\/h3>\n

Department chairs, unit heads, principal investigators, and project directors may authorize payment of travel expenses for prospective employees for travel to and from interview locations.<\/p>\n

Eligible Applicants<\/h4>\n

State funds may be used to pay candidate travel expenses for the following positions:<\/p>\n

Faculty<\/h5>\n

A position above the rank of instructor. (SAAM 70.20.20)<\/p>\n

Administrative Professional<\/h5>\n

A professional position or an administrative position with supervisory duties. (SAAM 70.20.20<\/a>)<\/p>\n

Classified<\/h5>\n

A professional position or an administrative position with supervisory duties. (SAAM 70.20.20<\/a>) An applicant must be listed on an eligible roster.<\/p>\n

Applicant’s Spouse<\/h4>\n

A spouse’s travel expenses may be authorized from gift funds for applicants to faculty or administrative professional positions. WSU does not authorize travel expenses for a classified employee applicant’s spouse.<\/p>\n

Meal Expenses<\/h5>\n

A state account may be used to pay for meal expenses for the candidate, the candidate’s spouse, and interviewers at the prevailing meal rate for location (see UPPM 95.19<\/a>). A discretionary account may be used to support identifiable liquor expenses and meal costs that exceed the prevailing meal rate (see UPPM 70.33<\/a>).<\/p>\n

Applicable Regulations<\/h3>\n

Speaker Fees<\/h4>\n

The above administrators may authorize fees to pay candidates for lectures, seminars, demonstrations, or other services. See also UPPM 95.25<\/a>.<\/p>\n

General Travel<\/h4>\n

WSU travel policies and rates apply to applicant travel. See other sections in UPPM Chapter 95<\/a>. The University reimburses applicants for travel by the most expeditious means.<\/p>\n

Transportation<\/h4>\n

See UPPM 95.07<\/a>.<\/p>\n

Other Expenses<\/h4>\n

Other reimbursable expenses include costs incurred in travel, such as taxi cabs, bus, rental vehicles, parking at the airport, or transportation to and from the airport (see UPPM 95.08<\/a>).<\/p>\n

Entertainment Expenses<\/h4>\n

Entertainment expenses must be reimbursed from gift funds. See UPPM 70.33 for procedures.<\/p>\n

Procedures<\/h3>\n

Approval<\/h4>\n

Complete a Spend Authorization in Workday to request approval for a candidate’s visit. (See UPPM 95.01<\/a> and the Workday Create Spend Authorization reference guide<\/a>.)<\/p>\n

The responsible administrative officer has the option of authorizing all, none, or part of allowable travel expenses.<\/p>\n

Classified Positions<\/h5>\n

For a classified position, the interviewing department must also secure prior approval from Human Resource Services and attach the approval to the Spend Authorization in Workday. (SAAM 70.20.50<\/a>)<\/p>\n

Invitation<\/h4>\n

After the Spend Authorization is approved in Workday, the administrator of the interviewing department may send an invitation to the candidate.<\/p>\n

The invitation specifies WSU travel policies and per diem rates and includes an estimate of lodging and transportation costs.<\/p>\n

Prepaid Transportation<\/h4>\n

Use a Central Travel Account to obtain a common carrier ticket (see UPPM 95.04<\/a> and 95.07<\/a>). Do not mail a ticket to the applicant. A travel service can wire the tickets to an airport or terminal near the applicant for a nominal fee.<\/p>\n

Claim for Reimbursement<\/h4>\n

The Expense Report in Workday is the claim document for reimbursement for a candidate’s travel expenses. See UPPM 95.20<\/a> and the Workday Create Expense Report reference guide<\/a> for procedures.<\/p>\n

Itemize the travel expenses on an Expense Report in Workday in the same detail as is required for travel reimbursement to WSU employees.<\/p>\n

Ask the candidate to sign a printed copy of the Expense Report when they are at the interview. Attach the signed copy to the Expense Report in Workday.<\/p>\n

_______________________
Revisions:<\/strong>  Mar. 2022 (Rev. 591<\/a>); Jan. 2021 (Rev. 560<\/a>); Apr. 2008 (Rev. 319); Sept. 1998 (Rev. 126); July 1987 (Rev. 67); Dec. 1983 (Rev. 54); June 1978 (Rev. 26); June 1977 (Rev. 19).<\/p>\n\n<\/div>\r\n\n<\/div>","protected":false},"excerpt":{"rendered":"

University Policies and Procedures Manual (previously Business Policies and Procedures Manual) Applicant Travel<\/p>\n","protected":false},"author":1061,"featured_media":0,"parent":50633,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":[],"wsuwp_university_location":[],"wsuwp_university_org":[],"_links":{"self":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22750"}],"collection":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/users\/1061"}],"replies":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/comments?post=22750"}],"version-history":[{"count":26,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22750\/revisions"}],"predecessor-version":[{"id":68851,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/22750\/revisions\/68851"}],"up":[{"embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/pages\/50633"}],"wp:attachment":[{"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/media?parent=22750"}],"wp:term":[{"taxonomy":"wsuwp_university_location","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_location?post=22750"},{"taxonomy":"wsuwp_university_org","embeddable":true,"href":"https:\/\/policies.wsu.edu\/prf\/wp-json\/wp\/v2\/wsuwp_university_org?post=22750"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}