New Hire Recruitment Expenses

All expenses related to any employee recruitment should be expensed to spend category SC285 New

Hire Recruiting Expenses regardless of what you are purchasing. (i.e., advertising, search committee

meals with the candidate, candidate travel, etc.) This applies to all funding sources (including grants).

In order to make sure all expenses are being coded correctly to SC285 New Hire Recruitment Expenses

additional expense items have been created to be utilized in Spend Authorization and Expense Report

areas.

Spend Authorizations

Spend Authorizations are only needed for official functions associated with a new hire recruitment

process. Below is the criteria that will need to be entered to create the official function for these

recruitment expenses. This process will also kick off the Official Function form that is required.

Expense Reports

1) Business Travel

You will need to navigate to Create Expense Report for Non-Worker and select Candidate and

the name of the individual in the “Pay To” box.

You will also be required to select a business purpose. This is necessary to ensure proper

routing.

There are three different travel related expense items were created to be coded to SC285 New

Hire Recruitment Expenses. Mileage and per diem have separate expense items so we can use

the auto calculations built within the system. All other travel related expenses (Examples:

lodging, airfare, taxi, etc.) should all be coded to New Hire Recruitment TRAVEL Expenses.

When using the expense item New Hire Recruitment TRAVEL Expenses, please list what the

expense is in the memo and or business reason fields and use the travel type of Non-Employee –

ASU Travel.

2) Official Function

The official function process is the same as all of official functions. You will still need to attached

the approved spend authorization. Just make sure to select the expense item “Official Function

– New Hire Expense” which is built to be coded to SC285 New Hire Recruitment Expenses.

3) Other Expenses (P-Card Expenses such as advertisement)

For new hire recruitment expenses that were paid by p-card and that are NOT travel related or

an official function, you will need to select the new expense item that has been created to

record all other expense items. This expense item encompasses all other expenses so you will

need to list what the expense was covering in the memo and business reason lines.

Purchase Orders and Supplier Invoices

Make sure all expenses are coded to SC285 New Hire Recruitment Expenses.

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