Problematic Expense Guide - A to Z

• Recruiting Expenses after an Employment Offer Letter is Signed – The payment or reimbursement of recruiting expenses for a candidate for employment with the University that were incurred after the candidate has signed their official UNM Human Resources Offer Letter is a prohibited use of University funds.
  
  
  • Examples – Travel, recruiting & house-hunting expenses incurred in subsequent travel to campus, on a trip that begins after an official offer letter was signed. The most common examples include airfare, lodging, meals, rental car, etc.
    
    
  • The Reason this is Unallowable – Once a candidate for employment signs an official UNM Human Resources offer letter for employment, they are no longer being recruited by the University but are instead under contract to work for the University. Paying or reimbursing recruiting expenses (i.e. subsequent trips) incurred after the official offer letter is signed would specifically violate University Administrative Policy 4040:  Employee Recruitment Expenses, Section 2:  Allowable Candidate Expenses for Reimbursement.
    
    
  • Possible Allowable Alternatives - Try this Instead:
    • The University has a New Employee Relocation Allowance Program which is intended to cover costs related to moving and house hunting trips/expenses, but only when negotiated into a UNM Human Resources Employment offer letter/contract. The Hiring Officer should review guidelines within University Administrative Policy 4020:  New Employee Relocation Allowance, and work with Human Resources to have a relocation allowance paid to the employee. 
    • Request an exception from one of the four members of University Leadership listed in University Administrative Policy 4040: Employee Recruitment Expenses, Section 4: Exceptions.
    • If a unit has funds available at the UNM Foundation, the Foundation may be able to pay for these expenses directly. With the UNM Foundation existing as a legally separate Non-Profit entity and not a governmental entity like the University, New Mexico government spending restrictions do not apply to funds that are disbursed directly by the Foundation.