Administrative Policies and Procedures Manual - Policy 4040: Employee Recruitment Expenses

Date Originally Issued: 03-01-1991
Revised: 01-24-1994, 01-01-2012, 12-01-2016, 07-01-2024

Authorized by RPM 3.1 (“Responsibilities of the President")

Process Owner: University Controller

1. General

The University of New Mexico is committed to recruiting the best candidates for faculty and staff positions. The policies defined herein pertain only to allowable recruitment expenses for the department and reimbursable personal expenses for the recruitment of new faculty and staff. This policy is intended to establish maximum reimbursement levels. Colleges, divisions, and departments may establish reasonable reimbursement policies that define lower limits. In all cases, hiring officials are urged to use good judgment when incurring recruitment expenses. It is the responsibility of the hiring official to budget for or identify the sources of budgeted funds to cover all costs of the recruitment and hiring process, and determine any restrictions on the use of certain funds for recruitment and hiring.

2. Allowable Candidate Expenses for Reimbursement

The hiring official or Chair of the Search Committee is responsible for informing the applicant of the type of expenses that may be reimbursed and the required documentation (such as receipts and invoices). For internal candidates, please reference UAP 4000 (“Allowable and Unallowable Expenditures”) and UAP 4030 (“Travel”).

2.1. Prospective candidates for a faculty or staff position may be reimbursed for travel expenses to a UNM campus if the candidate resides seventy-five (75) miles or more from the applicable campus. Travel reimbursement for candidates including travel, lodging, and per diem or actual meal expenses claimed or paid by the candidate will be as authorized in UAP 4030 (“Travel”), for internal candidates The candidate may also be reimbursed for spouse or partner travel, contingent upon the availability of funds. If a candidate elects to bring the spouse to the campus visit and agrees to pay the travel cost, the local lodging and meal expenses of the spouse may be included in the reimbursement of travel expenses to the candidate if deemed appropriate by the hiring official. Once a candidate signs an official offer letter for employment with the University they are considered a Prospective Employee and subsequent travel for additional visits to campus, meals and lodging are no longer considered recruiting expenses and would therefore not be allowed under this policy and would be subject to UAP 4020 (“New Employee Relocation Allowance") and UAP 4030 (“Travel”), for internal candidates.

2.2. The hiring department should submit a reimbursement request in the University’s expense reimbursement system promptly after the candidate's visit as is possible. Receipts must be provided for all expenses for which the candidate is seeking reimbursement. Transportation and local room accommodations may be paid directly by the University, either via PCard or Purchase Order.

 3. Allowable Department Recruitment Expenses

In addition to the candidates' travel expense reimbursement allowances, as referenced in Section 2.1 herein, the following types of departmental recruiting expenses may be paid from University funds within the recruitment budget established by the hiring official.

• advertising in local, regional, and national publications;
• visits by hiring official and one or more members of appointed Search Committee to interview prospective candidates and references;
• communication expenses incurred in obtaining information about candidates;
• reimbursement of actual meal expenses for members of the department and Search Committee members incurred in hosting the candidates during campus visits; and
• costs of departmental receptions or other search events which the candidate is requested to attend as part of the on-campus interview process;
• other reasonable miscellaneous expenses deemed necessary, and approved by the hiring official, to carry out the recruitment process.

4. Exceptions

Any exceptions to this policy that are not otherwise provided for must be approved, in writing, by the President, the Executive Vice President for Finance and Administration, the Provost & Executive Vice President for Academic Affairs, or the Executive Vice President for Health Sciences, or their delegate.