Travel Policies

Policy on Travel Costs Associated with Candidate Interviews

The costs associated with bringing candidates to the Middlebury campus for job interviews will be funded by Human Resources in accordance with the following.

Eligibility

1. The hiring department must be recruiting for a non-V level position.
2. In most instances, the HR budget can support no more than two long distance candidates per search.  Any additional long distance candidates will be brought to campus at the expense of the hiring department.
    

Guidelines

1. Travel
• A phone interview is required before bringing the long distance candidate to campus.
• Driving distance must be greater than 75 miles (radius) in order to be eligible for a mileage reimbursement.
• Flying distance must be greater than 200 miles (radius) in order to qualify for airfare &  car rental reimbursement.
  
  Note: Adequate advanced planning is required to ensure that the College is  demonstrating fiscal responsibility when purchasing airline tickets.
2. Lodging
• Moderately priced lodging is provided if the travel distance to Middlebury exceeds a 200 mile radius
3. Meals
• A per diem meal subsidy of $20 will be provided with an overnight stay.
  

Process

The hiring department is responsible for making travel arrangements on behalf of the candidate.  Account information can be obtained from the HR Employment Manager in order for flight arrangements to be made through one of the College sanctioned travel agencies.  Completed vouchers and receipts should be forwarded to the Employment Manager so that the appropriate account information can be assigned and then delivered to the Accounts Payable Office for processing. 

Policy on Moving Subsidies

Guidelines

• All non-V level jobs will be eligible for a moving subsidy (if the distance is greater than 75 miles from Middlebury) in accordance with the reimbursement guidelines listed below.  Moving subsidies should not exceed those listed in the table without the prior approval of the Budget Director.
• Relocation subsidies will be at the expense of the hiring department. It will be at the discretion of the hiring department as to whether or not a moving subsidy will be offered. This should be negotiated with the candidate as part of the employment offer and documented in the appointment letter.

Process

Department managers and supervisors should inform the individual to save original receipts in order for the reimbursement to be processed.  Completed voucher forms and original receipts should be forwarded to the Accounts Payable Department in the Controller's Office for processing.  Moving subsidies are granted in accordance with the following guidelines:

Note: A relocation subsidy is not intended to cover all moving expenses.  Some relocations will exceed the subsidy.  The subsidy is intended only to offset the financial realities associated with relocation.

Expenses covered by the moving subsidy

• Reimbursement for mileage at $.44 per mile or the cost of gas and tolls - not both
• Moderately priced meals en route for all immediate family members
• Moderately priced overnight accommodations en route for all immediate family members
• Mailing of packages and books and boxes for mailing and packing
• Moving company bills (we will reimburse the individual, not the mover)
• Economy airline tickets and/or train tickets for immediate family members. Middlebury College will only honor fares arranged through Accent Travel or Milne Travel or fares proven to be more economical than those offered by Accent Travel or Milne.  
• Taxi to Middlebury from Burlington Airport
• Costs associated with transporting household pet

* Moving subsidies may also be used to cover travel expenses for house-hunting trips or for a trip by the candidate's spouse or partner to seek employment in the area, or to make arrangements for relocating to Middlebury.