Guidelines for Reimbursement of Faculty Recruitment Expenses¹

Candidates invited to interview for faculty positions at The Graduate Center may be reimbursed for travel expenses. Faculty and staff who have accrued recruitment-related expenses also may be reimbursed. Original receipts and a copy of the position’s Personnel Vacancy Notice (PVN) must always be submitted with each reimbursement request. Optimally, candidates should sign these forms when they are at The Graduate Center for the interview; they should also be provided with a pre-addressed envelope so that they can send their travel receipts to the Assistant Program Officer (APO).

To reimburse a faculty candidate who is a citizen of the United States, complete a GD-11 Expense Sheet, a State of New York Standard Voucher for CUNY, and a Determination of Residency Status for Tax Purposes. On the GD-11 Expense Sheet write "Recruitment: Reimbursement of travel expenses for a faculty candidate" under Purpose of Trip. The same text as indicated in item 2 above should be written in section 7 (Description of Material/Service) of the State of New York Standard Voucher for CUNY. Write the candidate’s name, address, and social security number on both forms. Original receipts for travel expenses and a copy of the PVN for the position must accompany these forms. Tape all receipts neatly to an 8½ x 11 sheet of paper.

To reimburse a nonresident foreign faculty candidate, complete all forms mentioned above; include a copy of the candidate’s passport and visa entry. Original receipts for travel expenses and a copy of the PVN for the position must accompany this form. Tape all receipts neatly to an 8½ x 11 sheet of paper.

To receive a reimbursement, CUNY faculty and staff who accrue recruitment-related expenses (recruitment luncheon or dinner, refreshments for the candidate’s public talk or lecture, for example) should complete a Payment Request form. To complete the form, check the REIMBURSE OUT OF POCKET EXPENSE box; enter the amount of the reimbursement next to OTHER (which appears below item 712200 SUPPLIES) and write "Recruitment expenses" on the line provided. Write the name, address, and social security number of the person to be reimbursed. Original receipts and a copy of the PVN for the position must accompany this form. Tape all the original receipts neatly to an 8½ x 11 sheet of paper. If you are requesting a reimbursement for a recruitment luncheon or dinner, attach a list of those who attended. A reimbursement request for recruitment-related expenses incurred for a candidate’s public talk or lecture must include a printed announcement of the event.

Forward all completed forms and the required attachments to Dr. Robert Nival in the Office of the Provost. If you have any questions, please call Ms. Margarita Nasr, Coordinator for Academic Operations (212-817-7238; mnasr@gc.cuny.edu).

_{¹Please note that all forms are available on the Provost’s
website: http:/web.gc.cuny.edu/provost/forms.htm. These forms are in Adobe PDF writable format and can be completed online or downloaded and completed as needed.
Move from field to field by using the <tab> key.}

Adobe Acrobat Reader

Guidelines for Reimbursement of Faculty Recruitment Expenses1

Guidelines for Reimbursement of Faculty Recruitment Expenses¹