Candidate recruitment expense

Costs associated with locating and securing new employees will be funded from a centralized budget monitored by the Human Resources Department. Contact the Executive Director of Human Resources to have a Dean or AVP set up with signature authority during the search.

  • Advertising

    Each position is automatically posted on "higheredjobs.com" after hiring paperwork is submitted to People Admin and is paid through a central budget.

    If a department would like to do additional advertising (i.e. professional journals, other websites), the amount shall not exceed $500 for each search position. Any amount exceeding $500 requires the approval of the Executive Director of Human Resources.

    PCards will be the official means for paying for additional advertising costs. Note the college area and position number in the transaction description in the Wells Fargo reallocation website. Charge all other Advertising expenses to 10000-54014-72139-6000. When units reallocate their PCards to the FOAP, they will need to get the area's Dean or AVP to sign off on the PCard statement as the FOAP approver.

  • Direct recruitment expenses

    Direct recruitment expenses include meeting, interviewing and travel costs associated with bringing a candidate to campus. The direct recruitment costs shall not exceed $3,000 per faculty search and $2,500 for exempt search (this is in addition to the advertising budget). Any amounts in excess require approval by the Executive Director of Human Resources.

  • Procedure
    • Complete a UNC Official Function form and acquire appropriate approval by an Authorized Official Function Representative, the Executive Director of Human Resources and the unit Dean or AVP. If costs are expected to exceed $3,000 for a faculty search or $2,500 for an exempt search, the form will require additional approval from the Executive Director of Human Resources.
        • Use FOAP 10000-54014-XXXXX-6000 on the form
        • Utilize unit PCard for related incidental expenses including meals while meeting and interviewing candidate.
    • Complete a Travel Authorization form for each candidate traveling to UNC and ensure that expected costs do not exceed candidate limits.
        • Use FOAP 10000-54014-XXXXX-6000 on the form
        • Have the unit Dean or AVP sign the Travel Authorization.
    • Have candidate complete a W-9 Request for Taxpayer ID Number form in order for them to receive travel reimbursement after their campus visit.

    • Candidates personally incurring expenses must complete the Travel Reimbursement form and provide original receipts with the exception of meals. Meals will be reimbursed based on UNC per diem rates. Such requests should be completed within 45 days after the campus visit. The Travel Reimbursement form, along with the original receipts, should be submitted to the department posting the position.
        • Use FOAP 10000-54014-XXXXX-6000
        • Hiring department Dean or AVP should approve the Travel Reimbursement form and submit documents to Accounts Payable department.
        • Candidates should receive reimbursement of travel expenses within two weeks of submitting the appropriate documentation. If reimbursement has not be received, candidate should contact the hiring department directly.

Moving expense

Costs associated with relocating a new UNC employee will be funded from a centralized budget monitored by the Human Resources Department. Any amounts anticipated to exceed $2,500 will require pre-approval by the appropriate vice president. All moving expense reimbursements shall be clearly stated in the employment letter.

  • Instructions and Forms

    The employee being reimbursed needs to fill out the Moving Expense Reimbursement Tax Worksheet within 60 days after expenses were paid or incurred in order for any of the expenses to be considered non-taxable.

    Moving Expense Reimbursement Instructions

    Moving Expense Reimbursement Tax Worksheet 2017 - Excel
    Moving Expense Reimbursement Tax Worksheet 2017 - PDF

    The employee must sign the Moving Expense Reimbursement Tax Worksheet and attach original receipts (copies of credit card statements are not acceptable) to an 8x10 piece of paper and then attach to the Moving Expense Reimbursement Tax Worksheet.

    The hiring authority, who agreed upon the reimbursement prior to the move, received proper approvals if necessary and included the amounts in the employment letter, must sign the form.

    The form must also be approved and signed by the Executive Director of Human Resources and a person with Approval Authority on the FOAP paying for this reimbursement.

    The Tax Worksheet, with signatures and original receipts, must be sent to Jeff Martin in General Accounting, Campus Box 44. Accounting will review the forms and make sure that it is filled out correctly with appropriate signatures.

    Once approved and signed by accounting, the form will be given to Accounts Payable for the processing of the reimbursement. A copy will also be sent to the Payroll office so that the taxable and non-taxable portions are properly reflected on the employee's W-2.

    Accounts Payable will scan in copies of the original receipts and send the original receipts back to the employee to keep with their IRS files.

  • FAQ's
    • What authority governs moving expense reimbursement?

      IRS Publication 521, Moving Expenses - https://www.irs.gov/forms-pubs

      State of Colorado Fiscal Rules, Chapter 2, Section 9

    • Will UNC pay for my moving expenses?

      UNC may reimburse your moving or relocation expenses. Any reimbursement amount will be negotiated and confirmed between the employee and hiring authority prior to the move.

    • Do I need to submit receipts in order to be reimbursed?

      Yes, original receipts must be attached to an 8x10 piece of paper and must accompany the Moving Expense Reimbursement Tax Worksheet.

    • When do my receipts need to be turned in to UNC?

      Receipts must be submitted by the employee within 60 days after the expenses were paid or incurred in order to comply with IRS Publication 521. Any receipts that are not submitted within this time, and are subsequently reimbursed, will be subject to tax.

    • Who in Accounting do I contact with questions regarding moving expense reimbursement?

      Jeff Martin, 970-351-1830, jeffrey.martin@unco.edu

    • Will this reimbursement show up on my W-2?
      Yes, both the taxable and non-taxable portion will be reported on the employee's W-2.
    • What portion of my moving expense reimbursement is taxable, what is non-taxable?

      The total taxable portion of the moving expense reimbursement will be shown on the Moving Expense Reimbursement Tax Worksheet. The total non-taxable portion is also calculated by this worksheet. Additional information regarding the taxable and non-taxable portion can be found in IRS Publication 521 - https://www.irs.gov/forms-pubs.

      Employees must be aware that certain amounts of their reimbursement may be subject to state and federal income taxes. Please see the Tax Withholding Table below:

      Tax withholding required No withholding required
      (if expenses are submitted to UNC within 60 days after expenses incurred)
      Mileage over IRS limit. Packing, crating, and transporting household goods and personal effects from former home to new home.
      Meal expenses incurred in the moving trip. Shipping cards and household pets from former home to new home.
      Temporary living expense, including lodging, meals and transportation at the new residence (other than as specified at right). The cost of one trip per person from the former residence to the new residence, including transportation and lodging. Lodging includes lodging en route and for the day of arrival in the area of the new residence and for one day in the area of the former residence after you could no longer live in your former home.
      Return trips to the former residence.  Connecting or disconnecting utilities.
      Pre-move house hunting expenses. The cost of storing and insuring household goods and personal effects within any period of 30 consecutive days after the day things are moved from the former home and before they are delivered to the new home.