Official Hospitality Instructions

Official hospitality candidate expense refers to travel, lodging, and meals associated with interviews for approved faculty positions. There is generally a maximum of three requests per position. Exceptions to these instructions will require prior approval by the Office of the Provost.

Pre-Interview:

  • Complete a Pre-Approval Report for each candidate in Chrome River for approval by Academic Affairs. Use A2000/101609 for the funding source.
  • Complete the Official Hospitality Department Meal Authorization* as far in advance of the candidate’s visit as far in advance of the candidate's visit as possible.
  • Budget Officer and Budget Review Officer of the requesting department must sign the form.
  • Send the signed form to the Office of Academic Affairs, Box 13.

At the time of each interview:

  • Download the W-9 form
  • Be sure to have the candidate sign this form while he/she is on campus.

Post-Interview:

  • Complete an Expense Report for each candidate in Chrome River Be sure to attach all original itemized receipts along with the original W-9   Use A2000/101609 for the funding source.

Candidate Travel and Lodging Expenses

Travel expenses must be paid by the candidate, who will then be reimbursed. Please inform the candidate of this obligation in advance of the visit. If necessary, we can direct bill lodging to WSU, but it is preferred that the candidate also pay for their lodging. Travel expenses are not to be charged to the university or paid by university departments or personnel (with exception to lodging). For candidate reimbursement, submit the Expense Report in Chrome River for approval by Academic Affairs.

Interview Meal Expenses

The faculty/staff member participating in the interviews will pay for the meals and document expenses with itemized receipts. For faculty/staff reimbursement (from departmental funds), the department will complete an Expense Report in Chrome River attaching the original itemized receipts. Once all the candidates for that position have been to campus for their interview, a Budget Adjustment will be processed by Academic Affairs to reimburse the department at the rate of $140 per candidate per day (24 hours).  All Chartwells catering will need to be paid for directly by your department.

Direct Bill Hotels

Hilton Garden Inn – 2041 N Bradley Fair Parkway, 316-219-4444

Hyatt Place - 4703 19th Street N., 316-364-4700

The direct bill is only set up with these particular locations. When calling to make the reservation, please let them know that it is a direct bill to WSU, Office of Academic Affairs and remind them that we are tax exempt.  Be sure to give them your name as a reference.  If it is for a consultant, please email laura.manning@wichita.edu their name and the dates they will be staying at the hotel so she can expect it and know where to send the invoice. For approved search candidates, Laura Manning will process the invoice.  If you have any questions, please contact Laura Manning at ext. 5051.

Department Meal Authorization and Reimbursement Form

  • Department Meal Authorization & Reimbursement Form
    [MS XLS]