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Candidate Travel is defined as travel by a person, who has been invited by an authorized University employee, to interview for an open advertised position within the University. Travel Procurement assists departments with the process of the candidate's air and/or lodging arrangements, which is outlined below. 


Complete a Candidate Travel Arrangements Request Qualtrics form for each candidate that requires travel arrangements (i.e., airfare and/or lodging).

Airfare and/or lodging not needed? Then a form does not need to be submitted. See Part 3: Request Reimbursement.


1. Travel Procurement will send an email to the candidate, if air travel is requested, to obtain the necessary information needed for the purchase of their airline ticket.

Faculty/Staff ACTION: Inform the candidate that an email will be forthcoming from Travel USI, and the USI contact person will also be CC'd on the email.

2. Travel Procurement will send an email to the department contact that contains a suggested flight itinerary for the visit.

Faculty/Staff ACTION: Accept the flight arrangements as presented or choose to contact the candidate for a discussion before accepting the itinerary.

3. Travel Procurement will email the finalized travel plans to the department contact after the travel arrangements (air and/or lodging) have been confirmed.

Faculty/Staff ACTION: Forward the finalized travel arrangements to the candidate.

4. Travel Procurement will submit the Pre-Approval and Expense Report in Chrome River to reconcile the travel purchase(s) made with its Travel Card (i.e., airfare and/or lodging).


Reimbursement to a candidate: If the department financial manager chooses to reimburse a candidate for eligible business travel expenses (e.g., bag fees, mileage, or taxi/ride-share costs, etc.), then email the USI Chrome River Helpdesk, prior to the candidate’s arrival at USI, to ask about forms (e.g., W-9) and other information that is needed in order to reimburse a candidate.

Reimbursement to a Faculty/Staff member: If candidate meals are purchased with a personal card, then submit an employee reimbursement in BuyUSI. Contact Procurement if you have questions about BuyUSI. Refer to Section B.26, Expenditures for Hospitality Search Committee Guidelines, in the University Handbook.