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Recruitment Expenses

Directive Statement

Any department seeking to recruit for a position may, with the approval of its Dean, Director or Department Head, pay either full or partial travel expenses of candidates for the position.  Interview costs are the responsibility of the department involved.  When approval by the Dean, Director or Department Head has been obtained, the department can proceed with arrangements for interviews.

All candidates should be advised of allowable expenses prior to the interview.

Reason for Directive

The purpose of this directive is to lay out the rules for what recruitment expenses can and cannot be applied to prospective employees and University employees.

Who must comply?

All UF departments.

Tax Considerations

Before an offer of employment is accepted, payment of authorized recruitment expenses incurred during the process is not taxable to the prospective employee.

A detailed account of expenses is required and includes airfare, hotel, and meals.

After an offer has been accepted, pre-move house hunting expenses incurred by the employee and family that is paid by the University are considered taxable/reportable income.

Prospective Employee Reimbursements

Prospective employees may be reimbursed for travel expenses in accordance with University Travel Directives and Procedures, at rates specified in those directives.  See “Travel Reimbursements for Recruitment” for the allowable expenses and steps to process this reimbursement.

Last Reviewed

07/31/2020: reviewed content

Toolkits

UF HR Toolkit – Travel and Expense

Contacts

Disbursements: (352) 392-1241

Procurement

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