Interviewees / External Reviewer
UH Hilo > Business Office > Easy Reference Guides
Requisitions and/or P-Card transaction logs must be signed by the Chancellor.
For requisitions, prior approval from the Fiscal Officer is required if requisition and supports are submitted after the individual has arrived in Hilo.
On the requisition, cross reference any other requisitions or P-Card transactions that apply.
Attach letter of invite, non-employee invoice, receipts, and correspondence that apply to the scheduled interview.
Letter of invite should include:
- what the university is paying for – airfare, lodging, per diem, etc.
- how payment will be made – reimbursed to traveler, etc.
- inform traveler they are required to turn in boarding passes in order to be reimbursed for airfare. If original boarding passes are not submitted, then their reimbursement is reportable and traveler will get a 1099.
- inform traveler that receipts are required in order to be reimbursed for taxi, hotel, car rental, etc. Receipts must show item was paid, and the method of payment (cash, credit card, etc.).
Non-employee Invoice is to have original signature and original receipts.
If interviewee is not a US citizen, a WH-1 and applicable attachments are required.
If interviewee is a UH employee from another campus, reimbursement is done on a PO. In addition to the above items, obtain a copy of their approved leave card – they should have signed out for vacation from their UH department.
If the selection committee takes the interviewee out for a meal(s), and the university pays for this meal, make sure that the candidate is not given M&IE/per diem for this meal(s). If Professor X pays for the selection committee/interviewee meal and gets reimbursed, need to cross reference this reimbursement with the requisition to reimburse the interviewee for expenses.
External Reviewer
Similar to Interviewees above, however, the Chancellor does not need to sign the requisition or Pcard transaction log.