Accounts Payable
Interview Candidate Travel Information
UW – Eau Claire
Travel Regulation Reminders
For Potential Interviewees
Even though potential candidates are not state employees and are brought on campus for the purpose of interviewing for a potential position with UW-Eau Claire, they are still subject to all Travel Restrictions and limits just as any other state employee would be.
Listed below are some guidelines when inviting potential candidates to the campus for interviewing purposes.
Hotel Accommodations
It is highly recommended that the department interviewing the candidate make the hotel reservations. At the Accounts Payable website, http://vendornet.state.wi.us/vendornet/travel/LodgingInfo.asp there is a file called Instate Lodging Contracts that can be referenced for lodging. In addition, you should request that all taxes be waived. (The Accounts Payable office has sales tax exempt certificates you can fax to the hotel.) The state rate is $70.00 per night. We are not allowed to reimburse any amount over the $70.00. Be aware if the hotel room is held with a VISA travel credit card (do not use the purchasing procurement card to hold hotel rooms), the candidate still needs to pay for the room using their own credit card.
Meals
The total amount allowed per day is $34.00 ($8.00 – Breakfast, $9.00 – Lunch, $17.00 – Dinner). This includes tip. Liquor is not allowed for any reason. Refer to the Travelers Reference Guide (Previously the Pocket Travel Guide) referenced below for information regarding partial day meal allotments.
Airline Tickets
Airline tickets can be purchased online or through one of our travel agencies. It is recommended that these tickets be purchased by the candidate.
Car Rental
If car rental is needed, it is recommended that the department set up the car rental arrangements. You need to call and request a small or mid-size car. NOTE: The candidate should request CDW (Collision Damage Waiver) or LDW (Loss Damage Waiver) insurance only when picking up the car. We do have state contracts with Enterprise and National, however, technically, neither rental contract allows interview candidates to rent under the contract. Both Enterprise and National have allowed candidates to rent in the past and may still provide contract rates, however, the candidates should not be renting under the state contracts.
Detailed receipts must be attached for all reimbursable expenses the candidate requests. The total amount charged on a credit card slip will not suffice. It must show the individual items purchased.
In addition, there is a Travelers Reference Guide online at http://www.uwsa.edu/fadmin/travel/TravelersReferenceGuide.pdf. It includes specific information for you to provide to your candidates. If you have any questions regarding candidate interviews, please contact Becky Zillmer at 715-836-5266 or Vickie Gardner at 715-836-4528.
