II-4: Candidate Interview Expenses
Policy Number: II-4
Effective Date: January 2, 2013
Last Reviewed: January 2, 2013
Responsible Dept.: Financial Services
General
Virginia Western Community College shall provide reimbursement to job candidates for travel expenses
incurred when the position recruitment has been determined by college officials to be eligible for
reimbursement. Eligibility will be determined on a case by case basis taking into consideration the specific
position, the scope of the college's recruitment efforts, and the likelihood that candidates will be traveling
greater distances.
Eligible Positions
President, Vice President, and Executive Staff Members
All usual and customary travel expenses may be reimbursed. These include common carrier fares, personal
vehicle mileage, lodging and meals. Expenses are expected to be reasonable.
Administrative and Professional Faculty, Instructional Faculty, Classified Staff Pay Band 4 and above
All usual and customary travel expenses may be reimbursed, not to exceed a limit of $500 per candidate.
All other positions
Reimbursement is not authorized.
Procedures
The below listed expenses shall generally be reimbursable up to the limits prescribed by Commonwealth of
Virginia policy.
Each candidate shall be required to submit receipts and to provide their social security number so that
payment can be made through the Commonwealth of Virglnla system, All expenses must be reported on the
Travel Expense Reimbursement Form and must be signed by the candidate.
Reimbursable Expenses
- The cost of an airline ticket from the candidate's home location to Roanoke, Virginia and return trip.
Generally, airline and rail travel cannot exceed the rates charged for tourist/coach fare.
Reimbursement for first class air is not allowable.
- The cost of the candidate's hotel to include the dates of travel and including the date(s) of the
interview(s). The maximum allowable reimbursement for lodging is $99.00 per day, excluding taxes
and surcharges.
- The cost of a rental car from and to the airport, the hotel and the college. Car rentals may be made
through commercial rental agencies. The Commonwealth of Virginia uses Enterprise Rental for all
of its rental needs.
- Mileage for the use of a personal vehicle for travel to and from the interview is reimbursable at
the personal mileage rate of .565 per mile. The college does not reimburse reauests for local
candidates who live within a 100 mile radius of the college.
- Meal and Incidental expenses for each day of travel in accordance with state policy, Please note that
meals incurred that do not involve an overnight stay are not reimbursable. The Meal and Incidental
expense rate for the Roanoke City area is $51.00 per day. Generally, meals and incidental expenses
may be reimbursed up to $51.00 per day with receipts, but may not exceed the following limits:
Breakfast - $8.00
Lunch - $12.00
Dinner - $26.00
Incidentals - $5.00
