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.
Citizenship
If the candidate is not a U.S. citizen or currently resides outside of the U.S., please contact Vickie Gardner at 715-836-4528 (gardnevl@uwec.edu) for additional requirements necessary for candidate reimbursement.
Hotel Accommodations
When candidates are making hotel reservations, they need to be made aware of the following restrictions. They should request that all taxes be waived. Please provide them with UW-Eau Claire’s tax exempt number to provide to the hotel (the Accounts Payable office has sales tax exempt certificates which 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. Please be aware that if the hotel room is held with a state VISA travel procurement credit card (do not use the purchasing procurement credit card to hold hotel room), 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, by phone or through any travel agency. It is highly recommended that these tickets be purchased by the candidate. When seeking reimbursement, the candidate must provide both the itinerary and receipt.
Car Rental
If car rental is needed, state regulations require using 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. That is the only type of insurance that is reimbursable. Miscellaneous items such as a GPS unit, car seat, etc. are not reimbursable.
Detailed originalreceipts 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 (zillmera@uwec.edu) Betty Ertz (ertzbj@uwec.edu) at 715-836-5999 or Vickie Gardner (gardnevl@uwec.edu) at 715-836-4528.
