FASS Candidate Travel

Owned by Megan DeLaney
Last updated: Oct 27, 2022Version comment

Instructions for FASS HR and FASS Travel Coordinator to arrange candidate travel.

Candidate/Prospective Employee Pre-Travel Process

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  1. FASS HR personnel fills out FASS Travel Request and selects Candidate Travel
  2. FASS Travel receives request in queue
  3. FASS initiates contact with Candidate and CC’s HR personnel
    1. Verifies Candidates travel dates and departure airport
    2. provides blank W-9 for candidate to complete
    3. Internal AP form filled out by FASS Travel
  4. Once Candidate’s forms received, email the Business Affairs Office Accounts Payable email APBAO@uoregon.edu using template.
  5. Create travel request in Concur under the HR personnel’s profile:
    1. *UO-Guest Request Policy
    2. Select if air will be booked through the TMC or will candidate book their own travel within accordance to UO Travel Policy. Having the candidate book their own air is preferable.
      1. In the request, under “how will I book my trip” select #2 -TMC or #3, “already used Concur Booking Tool” if candidate will book their own travel.
    3. Treat the rest of the request as an employee request in terms of personal days, index, business purpose, etc.
    4. Expenses listed should be as follows:
      1. Air ticket estimate
      2. Hotel or lodging estimate
      3. Guest meal per diem estimate
      4. Other ground transportation and taxis estimate (this will open the option of car rental if comparison is similar in cost to taxi)
  6. Booking airfare through TMC:
    1. Print the approved request summary.
    2. Email Summary to guest and cc’ TMC. Example.
  7. Candidate books their own flight: this can be done through any channel of the Candidate’s choosing as long as the cost is reflective of the amount approved in the request process. Candidate will submit the receipt for the flight in the expense step, post interview visit.
  8. Hotel Reservation can be booked through TMC and be charged to the candidate’s credit card or can booked through one of the local book direct hotels.
    1. When booked through TMC, the candidate will keep the hotel folio for their expense reimbursement in Concur.
    2. When booked as a direct billing through local hotel, contact the hotel either via email or by phone using the template.
  9. Car rental or ground transportation: Candidate can decide to rent a car and pay with a personal credit card if the car rental is the most efficient way of local transportation and the cost is similar in price as local taxis or ride services. Let Candidate know to make their own transportation arrangements and keep receipts for expense reimbursement.

Candidate/Prospective Employee Post-Travel Process

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  1. Email candidate welcome home email.
  2. Once documents have been collected from the candidate process the Travel reimbursement request in Concur as normal. Do not include the hotel in the cost if it was direct-billed to the UO. Documents from the candidate/FASS HR should include:
    1. Interview schedule/agenda
    2. Travel receipts including transportation, incidentals, parking, etc.
    3. Hotel folio (if applicable, see below)
  3. Communicate with candidate on estimated time of reimbursement time line.
  4. When the hotel is direct-billed to the UO send an email to fsacctspayable@uoregon.ed and dtarango@uoregon.edu. Include:
    1. “Attached you will find a copy of candidate (Candidate's) (Lodging) folio/bill. I am sure the hotel will be forwarding to AP at some point but I wanted to provide the information needed on your end to complete payment in Banner."
    2. Hotel folio/receipt
    3. Interview agenda
    4. Concur request summary

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