Employee Recruitment Expenses

• Any and all expenses that are related to Employee Recruitment should be made to Spend Category (SC285)

• This includes advertising, dinner interviews, candidates travel, candidate’s reimbursement, etc.

• SC285 applies to all budgets which does include Grant codes

•  To create an Expense Report, you will create expense report for Non-Worker and select the candidates name for in the “Pay To” box. Candidate Expense Reports do not require a Spend Authorization

  • The business purpose is required for appropriate approval routing

  • There are 3 different New Hire related expense items that are under SC285. There is mileage, per diem, and travel. Mileage and per diem have separate expense items so we can use the auto calculations built within the system. When using the expense item New Hire Recruitment TRAVEL Expenses, please list what the expense is in the memo and business reason fields and use the travel type of Non-Employee –ASU Travel.

• When creating a Spend Authorizations, it is only required for Official Functions that are for new hire recruitment. The business purpose will be (Official Function) and you will add your attachments as normal

• The Official Function process is the same as all other official functions. You will still need to attach your approved Spend Authorization. Just make sure to select the expense item “Official Function– New Hire Expense”

• Last when using your P-card for expenses that are not Travel related or for Official Functions you will select the New Hire Non-Travel Recruitment expenses option in your Expense Report. Add your receipts for the credit card charges into your attachment slot and add a brief summary in the memo

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