The College recruits on the basis of qualifications for a specific job without regard to race, color, religion, marital status, national origin, or the presence of any disability except where such is a bona fide occupational qualification.
Below is a summary of the policies and guidelines concerning reimbursement by the Office of Human Resources for normal expenses incurred in the faculty reimbursement process.
Exceptions to these policy guidelines can be authorized only by the Provost/Academic Vice President. Exceptions with budget implications must be authorized by the Vice President of Finance and Administration.
Initiating a Search
Once the Department has received notification to conduct a search, the Search Committee Chair must complete the Faculty Personnel Request Form, and Faculty Advertising Request Form, and include the Ad Copy. These forms and the Ad copy are then submitted to the appropriate Dean and Provost/Academic Vice President for approval. Once the appropriate signatures have been obtained, the forms must be brought to the Office of Human Resources.
Establishing the Search Committee:
- Include at least one woman
- Whenever possible, one person of color
- If such composition is not achieved, an explanatory memorandum addressed to the Equal Employment/Affirmative Action Officer must accompany the request.
- The appropriate Dean and Provost/Academic Vice President will approve the search committee membership and may request additional members or a new composition.
- The Search Chair prepares the ad copy and obtains approvals from the appropriate Dean and Equal Employment/Affirmative Action Officer.
- Please be specific in regards to defining responsibilities of position (e.g. “Good teaching, expand definition to include examples such as mentoring students, provide assistance in writing/communication skills).
- To ensure compliance with College hiring and advertising regulations, final approval of advertising copy resides with the Director of Human Resources.
- The Search Chair will submit an estimate of cost of advertising in the recommended discipline-specific publications to the Office of Human Resources.
- The Office of Human Resources will place a print advertisement in a national publication either in the Chronicle of Higher Education or another relevant publication if preferred by the Search Committee Chair.
- The Office of Human Resources will also place an advertisement in the AJCU Job Bank at the www.ajcunet.edu website.
- The Office of Human Resources will also place an advertisement on the HERC website, www.upstatenyherc.org
- The Office of Human Resources will post the opening on the Le Moyne College website.
- Search Chairs must provide the Office of Human Resources with tear sheets from professional publications or listserv where the position is posted, even if free of charge, including publication dates.
- All advertising and notices of position vacancies will include the appropriate Equal Opportunity/Affirmative Action statement as listed in the Le Moyne College Equal Employment Opportunity and Affirmative Action Policy.
- The Office of Human Resources will cover up to $500 in advertising costs. Additional expenses may become the responsibility of the appropriate Dean or Department.
Faculty Recruitment Trip
Searching at a conference for purposes of faculty recruitment must be authorized by the appropriate Dean in advance. Travel authorization forms are available in the Dean’s office. Copies must be given to the Office of Human Resources.
- Authorization to search at a conference will be granted only for disciplines where the number of available doctoral qualified candidates is extremely limited.
- In addition, it is strongly encouraged that faculty in searching disciplines, or disciplines soon to be searching, connect with potential candidates when “presenting a paper” at a conference already approved for faculty travel by the appropriate dean.
- When interviewing candidates at a previously authorized conference, faculty may have travel expenses, including hotel, round-trip airfare and ground transportation, covered for attendance at one convention. Expenses will only be covered during the conference days. Additional time spent will be at the expense of the Faculty member.
- Expenses for one faculty member are covered if one person is being hired, and the expenses for two faculty members are covered if two or more are being hired. Expenses for meals should be reasonable. Single rooms or double rooms (if the same price) are covered, but suites are not covered without prior approval of the Dean’s office. Expenses for spouses and other family members are not eligible for reimbursement.
- It is the policy that faculty utilize interview rooms which are usually available at conferences. It is assumed that there will only be interviews of prospective candidates and no need for entertainment or meal expenses for these candidates.
- Miscellaneous expenses (such as movies, etc.) will not be reimbursed except for reasonable long distance calls to one’s home. Itemized original receipts for the hotel and other expenses along with a copy of the completed conference registration form will be required for any reimbursements.
In summary, the total expenses for faculty recruitment trips is not to exceed per faculty member the sum of the conference registration fee, travel to and from airport, hotel at conference rate, reasonable meal expense and airfare made through BTI.
Solicitation of Candidates and Receipt of Applications
As part of the position recruiting plan, hiring departments and the Office of Human Resources should identify the publicity to employ in the search, including (for example) letters to the relevant departments of selected graduate schools, electronic bulletin boards, and appropriate publications.
Search committee members might make telephone calls to colleagues who may have knowledge of especially well-qualified candidates.
Screening and Selection Procedure
Step 1: Electronic
- Resume, cover letter, philosophy of teaching/education are emailed to firstname.lastname@example.org.
- Search committee receives a share folder containing submissions of electronic resumes via Groupwise after meeting with a Human Resources representative to discuss the Affirmative Action/Equal Employment opportunity policy. The search committee narrows the group to those they have an interest in pursuing.
- Letters are sent to those not being considered further electronically, upon the search chair’s request.
Step 2: Portfolio (Hard Copy)
- The Office of Human Resources will contact candidates selected by the Search Committee for further consideration to request submission of hard copies of transcripts, supporting data, and reference letters to be mailed to the Office of Human Resources.
- Search Committee members will review the supporting documentation and resumes and conduct phone interviews if necessary.
- The top one, two or three candidate(s) selected by the search committee will be invited to campus for an interview.
The Search Committee chair will:
- Arrange for the Assistant Director of Human Resources to meet with committee members in advance of the screening process to discuss the goals and objectives of Le Moyne College’s Affirmative Action/Equal Employment Opportunity Policy.
- Members of the search committee must also be acquainted with the lawful and unlawful questions and legal issues in searches during the interview process.
- Throughout the search process the Search Chair will be responsible for tracking the status of each application by using the Faculty Search checklist and Search Report Summary form which will be provided by the Assistant Director of Human Resources during the first search committee meeting.
- Develop an itinerary for each candidate to be sent in advance of their visit. This itinerary should contain time, location and planned activities as well as a contact person’s name, office location and phone number.
The Office of Human Resources will:
- Create a Search file for access by all search committee members through GroupWise. Upon “accepting” the file, all search committee members will receive candidates’ cover letters, resumes and reference letters.
- Collect supporting documentation from candidates at Step 2 noted above.
- Forward acknowledgement letter and Equal Employment Opportunity/Affirmative Action replies to all candidates.
- Electronic communication will be sent to the candidates directing them to the Le Moyne College website to read important documents, such as the Course Catalog, admission materials, the Faculty Handbook, and Office of Human Resources summary of benefits. Additional information regarding the Syracuse area will also be included.
- Make appropriate accommodations for candidate(s) selected to visit campus.
Candidates Visit to Campus
A list of the one, two or three finalists must be submitted to the appropriate Dean and the Office of Human Resources before any interview and travel arrangements can be made. Lodging, meals and travel associated with a candidate’s visit to campus will be covered for up to 2 days. The search committee will interview the candidates, as well as the appropriate Dean.
The Statement of Expenses form for candidate travel, meals, mileage, etc. needs to be completed for reimbursement.
Candidates may choose to use BTI Travel Agency to make their reservations. They must make their reservations at least 14 days prior to travel.
The cost for round-trip travel between the candidates’ home or office and Le Moyne College will be covered when the candidate makes his/her reservations for travel with BTI Travel Agency. The Search Chair should complete the Accommodations Request Form and submit it to the Office of Human Resources to authorize travel for the candidates. Once approved, the candidates may then call Wendy at BTI Travel at (315) 472-7737 or 1-800-472-7447. The agent must be told the candidates’ name and that the travel reservations should be made under Le Moyne College.
Candidates may choose to make his/her travel arrangements (i.e. priceline.com, travelocity.com, etc). If the candidate chooses to make his/her flight arrangements the following guidelines have been established.
- Reimbursement for round-trip travel between the candidates’ home or office and Le Moyne College will be covered when the candidate purchases the lowest price restricted economy fare on a regular carrier.
- The cost of the airfare should not exceed what would have been the airfare arranged through BTI.
- Le Moyne College will not reimburse round-trip travel due to candidate’s cancellation.
- Le Moyne College will not reimburse any additional costs associated with changing round-trip travel to an alternative date when the candidate is unable to travel on their original travel date.
- Candidates must submit a Statement of Expenses form and the original airline ticket to the Office of Human Resources during their campus visit to be eligible for reimbursement.
- Once approved, the Statement of Expenses form will be submitted to the Finance Department to issue a reimbursement check to the candidate.
- If a candidate chooses to drive, the College will reimburse at the rate of 50 cents per mile. The mileage reimbursement should not exceed what would have been the airfare arranged through BTI.
- The Search Chair should submit the Accommodations Request form to the Office of Human Resources including name of candidate, search, check-in and departure dates so the hotel reservation can be made.
Meals for the candidate and the faculty host(s) are covered on the day of the interview only, although meals for the candidate will be covered during the candidate’s visit and for other necessary time in transit.
- Faculty members are encouraged to use the Dolphin Den on campus for lunch with the interviewee on the day of the campus interview which will allow a larger group to attend.
- For meals off campus, attendance will be restricted to two (2) or three (3) faculty members and the candidate. The cost per person at lunch (including tax and tip) is limited to $15.00 and not to exceed $60 per lunch. The cost per person at dinner (including tax and tip) is limited to $50.00 and not to exceed $200 per dinner.
- A list of attendees must be included with original itemized receipts for reimbursement to faculty host. (Refer to the Finance and Administration Policy on reimbursable expenses.) Our task is to recruit the best faculty we can hire and, at the same time, exercise good stewardship of limited resources for searches. The most effective conversations with candidates often occur in small groups.
Other meal expenses incurred by the candidate(s) while visiting will be reimbursed to a maximum of $100 for three (3) days.
Search Chairs must request additional funding for expenses which exceed authorized search budgets and will be the responsibility of the appropriate Dean and/or hiring Department.
Real Estate Tour
If the candidate(s) coming to campus is from out of town and is interested in learning more about the Syracuse area, the Office of Human Resources can arrange a real estate tour with an agent. Please complete the appropriate section of the Accommodation Request form and return it to the Office of Human Resources. Expenses accrued by Faculty for driving a candidate around the Syracuse area will not be reimbursed since arrangements can be made with a real estate agent for such a purpose.
The Office of Human Resources will conduct a background investigation on the candidates that will be offered the position. All on-campus interview candidates should have a short meeting scheduled with the Director or Assistant Director of Human Resources so the background check form can be explained and any questions can be answered regarding benefits. A disclosure form needs to be completed authorizing the Office of Human Resources to conduct the check. Each candidate will complete the Disclosure to Employment Applicant form with Human Resources upon their arrival for the interview.
Intent to Hire
At the conclusion of the search process and prior to making an offer of employment, the Search Committee Chair must complete the Record of Intent to Hire, attach the documents of the recommended candidate, and obtain the signature of the appropriate Dean and Provost/Academic Vice President. The appropriate Dean in consultation with the Provost/Academic Vice President will extend an official offer of employment to the candidate. The Provost/Academic Vice President will notify the Office of Human Resources upon acceptance of the offer and the background check will be processed.
Notification of Outcome
The Search Committee Chair will submit a record of candidates interviewed and a copy of the search report to the Office of Human Resources for preservation. The Office of Human Resources will notify all candidates of the final determination.
Moving Expenses for Candidate Once Hired
Le Moyne College employees who receive reimbursement for their moving expenses are subjected to IRS rules which dictate how the reimbursement must be treated for tax purposes. This includes both payments made directly by Le Moyne College to a third party (e.g. a moving company) on behalf of an employee or reimbursements paid directly to the employee.
The allowable moving expense deduction has recently been modified by the Revenue Reconciliation Act of 1993, which was effective January 1, 1994. In order for moving expenses to be deductible, the following requirements must be met:
- the move must be work related
- the move must meet a 50 mile distance test; and
- the employee must work full-time at least 39 weeks during the 12 months immediately following the move (moving expenses can still be deducted if the time test is not met by the filing date if the 39 week test is expected to be completed in the next year).
The College offers partial reimbursement for travel expenses to tenure track faculty and senior administrators (Vice Presidents and Directors). Limitations and options are described below.
The maximum moving allowances for household goods between point or origin and destination may not exceed 50% of the lowest of three quotes from separate companies. Copies of these quotes must be submitted with the reimbursement request.
The total amount reimbursed by the College may not exceed $2000.
If an employee chooses to move him or herself by U-Haul or other conveyance, the College will reimburse the employee 100% for actual documented expenses supported by original receipts and mileage for the vehicle utilized in the move. This is subject to the $2000 cap.
Deductible (qualified) moving expenses
Qualified moving expenses that are reimbursed are excludable from the employee’s gross income. If the requirements listed above are met, the reasonable costs of moving household goods and personal effects belonging to the employee and other members of their household from the former home to the new home are non-taxable.
These costs may include:
- costs of packing, crating, and moving household goods and personal effects, in-transit storage and insurance costs if they are incurred during the 30 day period after the move, disconnecting/connecting utilities, and shipping cars or pets.
- traveling expenses incurred during the period of travel from former home to new home (expenses must be reasonable, travel route must be shortest and most direct, lodging included but meal expenses are not)
- travel by automobile will be reimbursed at $.10 per mile (plus parking fees and tolls) or for actual expenses such as gas and oil.
Nondeductible (non-qualified) moving expenses
Moving expense reimbursements that are not qualified for the moving expense deduction are treated as wages and are subject to federal and state withholding, FICA, and FUTA taxes. These include:
- meals while moving from your old residence to your new residence
- pre-move house hunting expenses
- meals and lodging while occupying temporary quarters in the area of your new job
- real estate expenses connected with the sale, purchase, or lease of former residence.
IRS Publication 521 on moving expenses should be referenced for specific tax information and for preparation of the federal income tax return. For further clarification, contact the IRS or a tax consultant.