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Employment: Recruiting Budgets & Expenses

SECTION: HR - Workplace Practices NEXT REVIEW DATE: July 2017
APPROVED: July 2013 REVIEWER: Director of Human Resources
APPROVED BY: William C. Rickle, S.J. REVISION DATE: July 2016

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The Recruiting Budget works in support of the Open Positions Budget. Wheeling Jesuit University allocates a specific amount to recruit the most qualified, exceptional, people available to fill our position vacancies within the limits of our budgetary constraints. This policy defines the parameters necessary to insure uniform application of funds.


Recruiting expenditures are necessary to hire qualified persons; however, the University cannot guarantee that any or all requested recruiting methods and expenditures will be approved. University departments and divisions should strive to minimize expenses whenever and wherever possible while meeting at a minimum the criteria set forth by these policies.

2.1 Advertising open positions: Human Resources must approve all advertising text and placement and will endeavor to maximize the funding allocated by using free sites or sites that "double up" with both written and electronic advertizing. Human Resources will post and charge reasonable expenses associated with job announcements to the departments Recruiting Budget. Depending on the nature of the position, the maximum expense absorbed will vary around the amount previously determined and approved for that position on the budget. The Director of Human Resources must approve the number and type of job advertisements. The Chief Financial Officer must approve any expenses in excess of the job search's stated maximum as posted in the Recruiting Budget.

2.2 Phone Interviews: The hiring departments will pay the costs associated with phoning or otherwise contacting any applicant or conducting phone or "Skype" interviews. These are the preferred initial interview steps.

2.3 Travel to On-Campus Interviews: The hiring department must arrange all on-campus interviews, with the following limitations: The University will pay for travel for exempt positions, including faculty. No more than two (2) final candidates for any one (1) professional exempt position will be brought on-site incurring travel expenses [up to four (4) final candidates if the search pool could be further diversified through inclusion of minority candidates or the HR Department pre-approves the additional candidates; local candidates from the tri-state area who do not incur expenses associated with flights, meals, and hotels will be generally approved]; video interviews such as Skype should be used as an alternate before the final candidates are selected.

2.4 Once the final candidates are selected, the hiring department must research multiple vendor offers to find the overall best advance purchase, regular coach fare, on flights. "Stay-over Saturday" flight rates must be balanced against added hotel, meal, and entertainment expenses to determine the overall most economical flight arrangements.

2.5 Rental car expenses may not be incurred unless exceptional situations warrant them [example: an individual arriving on a late flight to the airport will need to rent a car to drive between the campus, the hotel, and the airport; in these circumstances, the department must obtain prior written approval from its Vice President otherwise a university representative must drive the candidate to and from the airport, hotel, and campus. If a candidate self-drives (without en route lodging) to campus because it is more economical than airfare, the hiring department may reimburse actual gas and on-the-road meal costs upon obtaining his/her detailed receipts. Alcohol purchases will not be reimbursed.

2.6 If on-campus housing is not available, the hiring department will procure hotel reservations using only the hotels with which the University has negotiated rates. For availability of on-campus housing, please contact the Student Development Office. For information on negotiated-rate hotels, please contact the Coordinator of Facilities and Conference Services.

2.6.1 No en route lodging will be provided for any distances of less than one hundred twenty (120) miles [exception: candidates who are invited to dine with multiple university representatives and remains late in Wheeling]. Candidates will be limited to a maximum of two (2) nights lodging either on campus or in a pre-arranged hotel.

2.7 All meals should be taken in University dining facilities unless, despite best efforts in scheduling, the interviews occur when these facilities are closed. In no event will any single off-campus meal / event exceed $250.00 total cost for multiple participants; amounts in excess of that amount will not be charged to the Recruiting Budget but will be charged against the hiring department's budget. Detailed receipts - not credit card summaries - are required for any reimbursement requests. Alcohol purchases will not be reimbursed. Candidates who are invited on site but dine alone for multiple meals will be limited to a maximum of $75 per diem to cover their meals for the day.


The Director of Human Resources, in conjunction with the CFO and the President of the University or his designee, has the authority to approve exceptions to this policy at any time with or without notice, and in compliance with other policy guidelines. All revisions to this policy must be pre-approved by the Board of Trustees.



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