As part of the interview process, the search committee chair is responsible for coordinating the meal and guest schedule. Depending on the availability of Foundation funds, the Libraries will reimburse the cost of the candidate’s meal and those of the persons invited to dine with the candidate. Procedures for reimbursement is as follows:

1. The search committee chair will be responsible for determining if Foundation funds are currently available by application to the Library Human Resource Officer.

2. No more than four persons (including the candidate) will normally have the cost of their meals paid for by the Libraries at any one meal.

3. Reimbursement will be for no more than $25 per person for dinner, $12 per person for lunch, and $5 per person for breakfast, including tips.

4. Arrangement should be made in advance to assign responsibility to a library staff member to pay for the meals of all attendees at an individual meal.

5. Receipts for meals should be made in advance to assign responsibility to a library staff member to pay for the meals of all attendees at an individual meal.

6. Receipts for meals should be organized in the following manner:

a. Unless the interview schedule for all candidates for a single position extends over more than one month, all receipts for all meals for all candidates must be batched. Since the library is charged for each check drawn, only one reimbursement check will be issued for each position. Therefore, responsibility for gathering, organizing, and repaying individuals must be assigned to a search committee member.

b. For each meal the following information must be supplied: date, name of candidate, position, type of meal, location, names of those attending and the total cost of meal.

c. When the schedule is completed, turn all lists with attached receipts over to the Library Human Resource Office with an accompanying summary/cover sheet. Foundation reimbursement normally takes 10 days. It will be the responsibility of the designated search committee member to reimburse individuals.