Recruitment Expenditure Reimbursement

Requests for recruitment expenditure reimbursements should be submitted to the Graduate School Recruitment and Diversity Office no later than April 30, 2008. If any bills are outstanding at that time, or if you have any questions concerning the recruitment expenditure reimbursement procedure, contact the Recruitment and Diversity Office at 257-4555.

All requests for expenditure reimbursements must be sent to the Recruitment and Diversity Office, 203 Gillis Building, Campus 0033 and must be accompanied by a Recruitment Expenditure Reimbursement Request Form. Be sure to indicate your sector on the form.

A. Reimbursement of expenses incurred for prospective students while visiting campus

1. DAVs for reimbursement cannot be initiated in advance of the prospective student's visit; they must be sent in after the visit has occurred.

2. Checks are to be sent directly to the student and not routed through a department. Thus, the prospective student's home address must be typed in the vendor's portion of the DAV.

3. All expenses for which reimbursement is requested must be accompanied by their original receipts (even those under $2). This includes transportation, meals, lodging and any miscellaneous expenses. There is no standard daily subsistence allowance for official guests.

4. The only exception to the above involves mileage when the prospective student drives his or her own car to Lexington. In this case, the DAV should clearly state that the prospective student is being reimbursed for round-trip mileage (between the point of origin, which must be named, and Lexington). The stated rate should be no greater than $.30 (30 cents) per mile.

5. If you wish to pay the prospective student less than the total expenses, write at the bottom of the DAV: "Pay only $__." A prospective student cannot be paid more than the total expenses.

6. We are technically limited to reimbursing only those persons who are being considered for university employment. This should not be a problem as most of those we desire to recruit are usually considered for an assistantship or fellowship. Therefore, write on the DAV: "This person is being considered for an assistantship or fellowship." If this poses a problem, contact the Recruitment and Diversity Office at 257-4555.

7. The Business Procedure Manual requires that the following be typed on all recruitment reimbursement DAVs:

   I certify that these expenses were incurred as a result of interviewing _________________________ for employment by the University of Kentucky.

   ________________________
   Director of Graduate Studies

8. Reimbursement for expenses related to bringing prospective students to campus cannot be paid to faculty, staff, or other graduate students. In other words, if a student takes a prospective student to lunch or dinner, the student must bear his or her own personal meal expense. We have also been informed by Accounts Payable that a department cannot be reimbursed for food and drink consumed by faculty, staff and currently enrolled students at receptions held for prospective graduate students. A list of these prospective students, along with prorated food expenses for these guests, must be submitted with the DAV and original receipts.

B. Printing expenditures

Printing expenses will be paid to the department by IDIV reimbursement only. The department will, therefore, need to pay for printing and then request reimbursement from the Graduate School by submitting a completed Recruitment Expenditure Reimbursement Request Form, an IDIV (with the credit side completed and the charge account number left blank), and copies of the bills from printing. One copy of the item(s) must be submitted as well.

C. Signatures

1. Please remember that the Recruitment Expenditure Reimbursement Request Form must be signed by the Director of Graduate Studies.
2. DAVs submitted for payment must be signed by a designated staff member or the DGS on the "Received by" line and by the DGS under "Requested by" line. Please do not sign the "Authorized Official" line; the Associate Dean will sign this.
3. IDIVs are signed by the DG in the "Head of Billing Department" line.
4. Travel Vouchers should be signed by the employee who traveled on the "employee's signature" line.

For further information, contact:
Dr. Kwaku Addo, Associate Dean
Office of Recruitment and Diversity
The Graduate School
203 Gillis Building
University of Kentucky
Lexington KY 40506-0033
(859) 257-4555
Fax (859) 323-1928
come2uk@uky.edu

Direct questions to grad.webmaster@email.uky.edu
Last updated November 8, 2007