Last Revised: July 18, 2018
For assistance regarding the following guidelines and procedures, please contact the Academic Resources Office. For all other faculty search policies and procedures, please go to the Faculty Affairs website.
Academic Year 2018-19
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Candidates - Interview Expense Reimbursement Information
New T/T Hires - Relocation Expense Reimbursement Information
Campus Personnel - Interview Expense Reimbursement Information
Campus Personnel - Start-up Information
Campus Personnel - Relocation Information
Interview Expense Reimbursement - Information for Tenure-Track Candidates
- Copy of airline ticket, train or bus fare along with proof of payment. An invoice or itinerary are not acceptable proofs of travel and/or payment;
- E-ticket -- showing ticket # and method of payment;
- Taxi or ground transportation costs to and from airport;
- Miles traveled can be documented on Invoice for Payment of Faculty Recruiting Interview Expense form. The hiring department will provide this form. Mileage will be reimbursed according to the CSU travel procedures and regulations. Effective January 1, 2018, the rate is for business travel (not relocation) is $0.545 per mile.
B. Meals Paid by Candidate
- Candidates may seek reimbursement for actual expenses incurred as supported by original, itemized receipts up to the limits stated below.
- Limits per meal - $10 breakfast, $15 lunch, and $30 dinner.
- Meal for candidate only will be reimbursed.
- No reimbursement for alcoholic beverages.
- Lodging costs will be reimbursed according to CSU guidelines with itemized receipts and proof of payment required. Receipts must show breakdown of room charge and applicable taxes separately.
- Candidates are responsible for payment of personal items such as phone calls, internet charges, alcoholic beverages, movies charged to room, expenses for family members, pet fees, etc.
- If a meal is charged to the room as "room service" an itemized receipt must be provided by the hotel in order to be reimbursed. Cost of the meal must fall within the amounts stated in this document.
Some miscellaneous costs such as car rental in lieu of airfare, airport parking, etc. may be reimbursed with proper documentation. Should the candidate decide to rent a car upon arrival in Fresno, payment for the rental becomes the candidate's responsibility. Check with the department and/or dean's office prior to incurring the cost to see if the expense is reimbursable.
The University will reimburse you for qualified moving expenses up to $2,500. You will work with your department to submit a travel claim to support your request for reimbursement. In addition, you will need original receipts and proof-of-payment as backup documentation.
According to CSU policy, " 'Qualified moving expenses' are reasonable costs of moving household goods and personal effects from the former to the new residence...." "'Household goods' means personal effects and items used or to be used in the employee's residence necessary for the maintenance of a household."
- Professional Movers: Three (3) written bids must be obtained from which the lowest is chosen. If a professional mover is hired for packing/loading only, an invoice from the mover must be provided. In either case, proof of payment must be presented. This may be in the form of a canceled check; credit card slip with copy of statement showing the charge; printed receipt from the moving company; or the notation "paid in full," which has been signed and dated by a representative from the moving company. This last form of proof-of-payment may require additional information and/or clarification from CSU Fresno Accounting Services before reimbursement to the candidate can be made.
- If candidate moves himself/herself:
- moving truck rentals: actual costs incurred for truck rental, boxes, packing materials, gasoline and oil as supported by receipts;
- trailer rentals: rental costs are covered when supported by receipts;
- mileage: when driving a personal vehicle, mileage is reimbursed at $0.18 per mile one-way, if transporting household items.Mileage will be calculated and paid via direct route only;
- Casual labor: if a non-professional(s) is hired to help pack and load, the total amount reimbursable is a maximum of $150. The same holds true for unloading and unpacking. Please remember the cost of hiring a non-professional to help pack/load and/or unload/unpack must be less than hiring a professional mover to do so.
- Storage costs: storage is covered when a candidate's household goods are moved to Fresno and have not yet secured a residence. The move must be from a single location. Length of storage and rates of storage must be reasonable and cannot exceed state guidelines.
- Shipping of personal items: costs must be supported with actual receipts (example: moving of books via UPS prior to household goods due to time constraints.)
Full or partial reimbursement, within budget constraints, may be allowed for the following qualified moving expenses with original receipts:
- Expenses incurred for packing, transportation (including related tariffs/surcharges), storage in transit up to 30 days (not to exceed 60 calendar days), and unpacking of household goods at the new residence. Household goods include items such as furniture, clothing, household appliances, and other items that are usual or necessary for the maintenance of a household;
- Payments by the University to a third-party moving/relocation vendor on the candidate's behalf for qualified moving for household goods;
- Mileage reimbursement for private vehicle (one-way) if necessary to transport household items. Effective January 1, 2018, miles driven for moving purposes will be reimbursed at $.0.18 per mile. Mileage will be calculated via direct route to your new residence.
- Payments for lodging expenses for candidate and spouse/domestic partner related to relocation from old residence to new residence. Again, the move must be from a single location;
- Reimbursement when a candidate elects to move himself/herself may not exceed the costs that would have been incurred had a commercial firm been used;
- Moving truck rentals: Actual costs incurred for truck rental (excluding insurance), boxes, packing materials, and gasoline for rental truck supported by original receipts;
- Moving trailer rentals: Actual rental cost supported by original receipts;
- Casual labor: When hiring a non-professional to help pack and/or load household goods, an original receipt signed and dated by the non-professional must be obtained. This receipt must state the non-professional's name, description of service(s), and dollar amount paid by the employee for services rendered. Please remember the maximum amount reimbursable to candidate is $150 for assistance packing/loading and/or $150 for unloading/unpacking;
- Meals for candidate and spouse/domestic partner associated with the move to the new address (travel relocating from old residence to new residence). Once candidate arrives in Fresno, meals are no longer covered by the University. Please note meal reimbursement limits;
- Shipping of books and household goods. Shipping/moving can be from only one location;
- Storage charges more than 30 days after moving into the new residence (not to exceed 60 calendar days.)
- Airfare for newly hired faculty and his/her spouse or domestic partner only.
The following expenses are not reimbursed by Academic Affairs or the CSU Chancellor's Office:
House hunting expenditures
Moving of automobiles or other vehicles
Moves that do not meet the time or distance requirements
Expenses related to children - airfare, meals, rooms
Kennel expenses for pets incurred during move
Moving costs for items other than household goods
Car rental costs
Temporary living expenses - up to 60 days. (Is allowable by the Chancellor's Office.)
Repayment of Moving and Relocation Expense Reimbursements:
Section 8 of HR 2018-07 - "If an employee whose moving or relocation expenses have
been reimbursed does not continue his/her employment with a CSU campus or the Chancellor's
Office for a period of at least two years (unless discontinuance of the employment
was the result of death, disability or other similar unexpected cause beyond the control
of the employee as determined by the appointing authority), the employee or appropriate
representative shall repay the following percentage of the amount received for reimbursement
for such moving and relocation expenses:
(a) 100% if employed less than 6 months.
(b) 75% if employed at least 6 months but less than 12 months.
(c) 50% if employed at least 12 months but less than 18 months.
(d) 25% if employed at least 18 months but less than 24 months."
Another change made to these guidelines includes the clarification that the repayment of moving and relocation expenses refers to the employee's individual CSU campus not the CSU. If an employee does not continue his/her employment with a CSU campus and then is hired by a different CSU campus, depending on the timeframe stated in these guidelines, the employee shall repay the initial campus that had originally reimbursed him/her.
The campus shall ensure that a copy of these procedures is given to the employee upon notice to the employee of an impending move."
The tax reform bill (H.R. 1, P.L. 115-97), which was enacted on December 22, 2017, included a change to the taxation of moving and relocation expenses. Effective January 1, 2018, all moving expense reimbursements will be taxed as additional income to the employee, and will be subject to all withholding taxes. Reimbursement for any tax liabilities ("grossing up") incurred by the employee as the result of receiving reimbursement for relocation expenses is prohibited.
Please consult your tax adviser should you have any questions regarding these matters.
Reimbursements Made to International Faculty/Staff:
International faculty and staff who are under a F-1, J-1, or H1-B visa must provide the university with proper documentation of their visa status and work authorization, prior to authorization of payment or reimbursement.
Relocation funding must be spent within the same budget year that employment begins.
For faculty with employment starting during 2018-19, funds must be spent and paperwork
submitted by May 6, 2019.
Please remember paperwork for relocation, start-up, and recruitment expenses must be routed through Academic Resources.
Each approved tenure-track search will be funded $3,425 for recruitment purposes. If one search is used to fill two or more vacancies for the same position, $3,425 will be awarded for that search. Funds will be used for tenure-track positions searched for in 2018-19 with, in most cases, employment dates of August 2019. Funding will no longer be allocated directly to the schools/colleges. It will be retained by Academic Resources and paperwork will be submitted to ARO with the chartfield left blank. If a chartfield is required on the paperwork, please contact Kathryn Guinn via email at firstname.lastname@example.org If there isn't sufficient funding available, the expenditure will not be approved at that point. The dean's office will be contacted for an additional chartfield(s) from either school/college or department resources to cover the overage.
Recruitment monies can be used to cover the following types of expenses:
- Pre-Interview Expenses - advertising, printing, and other expenditures needed to begin the search process. Travel to conferences by faculty for recruitment purposes will not be funded from Academic Affairs search monies.
- Interview Expenses - Travel expenses, lodging, and meals only will be covered as governed by state regulations and Academic Affairs guidelines. Candidates are responsible for payment of personal items such as internet charges, alcoholic beverages, and movies charged to their hotel rooms as well as expenses for family members. Itemized receipts will need to be provided in order to be reimbursed. Amounts for meals must fall within the campus guidelines listed under entertainment. Per diem and a daily incidental allowance will not be paid to candidates.
- Entertainment - Meals for candidate, search committee members, department chair and/or EEO only will be funded by Academic Affairs. A candidate must be in attendance at the meal for which reimbursement is being requested. Such expenditures can be paid from state funds as long as the expenditure meets the Academic Affairs guidelines for faculty recruitment as well as following CSU Fresno hospitality guidelines and state regulations.
- For faculty recruitment purposes, Fresno State Academic Affairs is following CSU travel policies. Reimbursement for meals is now based on the actual amount incurred as supported by original, itemized receipts. Reimbursement is up to a maximum of $55 per day. In addition to the state regulations, Academic Affairs is setting the following maximum amounts per meal for faculty recruitment purposes:
- Breakfast - $10.00
- Lunch - $15.00
- Dinner - $30.00
- Expenses exceeding these amounts need to be paid from non-state funds or personally.
- Meals must be with candidates. Should the department choose to take individuals other than the candidate, search committee members, department chair, and/or EEO, funding will need to come from department/college non-state funds. If the meals for non-search committee members are to be paid from state funds, they must meet the following criteria in addition to those referenced above:
- Serve a clear university business purpose, with no personal benefit derived by the official host or other university employees.
- Be cost effective and the best use of public funds (fiscally responsible.)
- Follow the CSU hospitality policy.
- Circumstances to reimburse meals of other individuals in addition to the search committee members, department chair, and EEO from state general funds is rare.
A. Recruitment Meals Reimbursable to On-Campus Employee
- Direct Pay/Hospitality Approval Form - list names of all individuals in attendance on the hospitality section. Indicate if the person is a part of the search committee, candidate, department chair, EEO, or guest.
- Costs for other individuals in attendance and overages on meal costs can be paid from non-state funds or personally.
- Actual, itemized receipt with proof of payment must be attached. Expenditures without itemized food receipts will be returned unprocessed to the deans' offices.
- Generic invoices no longer need to be submitted. If reimbursement is made to a CSU Fresno employee, the employee must sign the top portion of the direct pay/hospitality form under payee certification.
- Indicate vacancy announcement # on paperwork.
B. Expenses Reimbursable to Candidate
- Prepare Direct Pay/Hospitality Approval Form (indicate vacancy announcement #)
- Attach Invoice for Payment of Faculty Interview Expenses along with original receipts. Meal and lodging receipts must be itemized.
- Candidate must sign invoice.
- Include correct address.
- Candidate's social security number is no longer required.
C. Reimbursement to Vendor
- Direct billing by hotel to the University - prepare a direct pay/hospitality approval form and attach the invoice.
- Invoices must show room costs and applicable taxes separately.
- Candidate must pay for his/her portion of the lodging invoice such as movies, internet charges, alcoholic beverages, etc.
- Only one invoice per direct pay/hospitality form. If there are multiple invoices per vendor, a separate form must be created for each invoice. Due to the increased workload created and the lack of a clear audit trail, Accounting Services may return direct pay forms that do not follow proper guidelines.
D. Shared Food Costs Between State and Foundation
- Request for payment will be submitted to both Accounting Services and Foundation.
- University - original receipt(s) will be submitted for payment up to the maximum amount allowed. Indicate amount to be paid by Foundation, and attach a copy of the Foundation Payment Authorization showing it is a shared expense. Amount to be paid by State should match the amount indicated on the direct pay/hospitality approval form.
- Foundation - submit Foundation payment authorization form; a copy of the receipt and the paperwork submitted to the State; and a statement verifying that this is a shared cost with the University, and the original receipts are retained by the University Accounting Office.
- If reimbursement is requested for the state portion only, please indicate that information on the paperwork.
Recruitment monies are specifically intended for the purposes listed above. They may not be used to augment moving expenses and/or start-up costs. Recruitment funds cannot be used for travel, lodging, or meals associated with house-hunting trips for the successful candidate and his/her family. Savings from one search may not be used to augment funding for another search.
All recruitment expenses should be submitted no later than May 6, 2019.
Start-up assistance is available in two forms for new tenure-track faculty. The first is funding to help defray start-up costs during the first year of instruction, and the second is assigned time.
A. Start-Up Costs
- Start-up funds are available to first-year, tenure-track faculty for support. These are faculty recruited during 2017-18, with a usual start date of August 2018.
- Academic Affairs will provide up to $1,500 for start-up support with the college or department matching at least $3,000.
- These funds may be used for such purposes as equipment, professional travel, software, furniture, and books. Start-up monies are not intended to cover items normally purchased with department operating funds.
- Start-up funds will no longer be transferred to the deans' offices or allowed to be carried forward to the next fiscal year. Funding will be held centrally within Academic Affairs. If using start-up for travel, please email Kathryn Guinn at (email@example.com) requesting the chartfield. On other paperwork such as direct pay forms, etc. please leave the chartfield blank. As you prepare these forms, please remember that funding is a match with 2/3 provided by college/dept and 1/3 by Academic Affairs (up to a maximum of $1,500.)
B. Assigned Time
- Start-up funds also include up to 3 WTUs of assigned time from the University at the current backfill rate of $5,908. This is a 1:1 match with the college or school. With the match, the new faculty would receive up to 6 WTU release time during the first academic year.
- When Academic Resources is notified how these funds will be matched, monies will be transferred directly to the chartstring(s) provided by the dean's office. Notification should be via email, and include the P/S chartstring as well as employee ID or pool ID, if applicable.
It should be noted that unused faculty start-up funds cannot be transferred to other faculty members. School, college, department, or program monies may be used to cover start-up expenditures for new faculty that exceed the limits described.
Academic Resources provides up to $2,500 for reimbursement of moving expenses incurred by newly hired tenure-track faculty. Monies for relocation expenses are available to the new faculty member within the same budget year that he or she begins employment. Funds for a faculty member who starts in the fall must be spent by early May of the following year. The first $2500 will be charged to the Academic Affairs' chartfield assigned by ARO. Savings from one faculty move in a college cannot be used to augment relocation costs for another faculty member. School and college resources can be used to augment allowable expenditures that exceed the $2,500. Please make sure the new faculty member is aware of the total amount available to him/her, if you are augmenting the $2,500.
Reimbursement will be made for state-allowable expenses only. To avoid any embarrassment or inconvenience to your school/college and the new faculty member, it is important for departments and schools/colleges to inform successful candidates of the guidelines prior to their move to Fresno.
The University preference is to reimburse the new employee for moving expenses. If the new employee elects to use a moving company, please make sure they understand that they are responsible for obtaining 3 firm bids and then selecting the lowest. If a purchase order must be issued to a moving company, prior authorization needs to be received from Academic Resources before making any arrangements with the moving company and/or issuing a purchase order. If prior authorization is not received, funding for the move will need to be covered from school/college/department resources. If the university pays the vendor, a requisition must be submitted along with 3 original firm bids provided by the new employee.
Reimbursement for qualified moving expenses should be submitted on a travel claim supported by original receipts and proof of payment in full. You will need to work closely with new faculty members during this process since they will be unfamiliar with it. Please reiterate to the new faculty members that they are responsible for understanding which expenses are qualified and which are not. Details and specifics are clearly stated under the section entitled, "Reimbursement for Moving Expenses - Guidelines for New Tenure-Track Faculty."
The new employee will be responsible for repayment of moving expenses if they leave before they have been here two years as noted in the limitation section of the guidelines. They are also responsible for understanding how reimbursement will impact their taxable income.
As in the past, school and college resources can be used to augment allowable expenditures that exceed the $2,500. As is the case for recruitment and start-up funds, savings from one faculty move in a college cannot be used to augment relocation costs for another faculty member.
Please note - Balances for recruitment and relocation expenses will be monitored. Over-expenditures will not be allowed, and will need to be covered by the college/school.
Reimbursements Made To International Faculty/Staff:
International faculty and staff who are under a F-1, J-1, or H1-B visa must provide the University with proper documentation of their visa status and work authorization, prior to authorization of payment or reimbursement.
If you have any questions, regarding reimbursement of moving or recruitment expenditures, you may contact Kathryn Guinn via email (firstname.lastname@example.org).