Since May 1, 2012, Faculty recruitment expenses have been paid through the Dean’s office. The following guidelines have been in place to standardize these costs.
Advertising
The Dean’s Office should be apprised of and receive copies of all charges pertaining to the external advertising of positions.
Number of candidates
The number of candidates brought in for face-to-face interviews will normally be limited to no more than four. Under exceptional circumstances, an academic unit may wish to bring in more than four candidates. In this eventuality, prior approval of the Dean’s Office is required.
Often, candidates applying for positions are out of the country or off the continent, either permanently or due to travel related to their scholarship. When this is the case, academic units will endeavour wherever possible to who undertake preliminary interviews via the use of alternative technology (i.e., Teams, Zoom, telephone, Skype for Business, or other cost-efficient methods). This is expressly the case when potential candidates are located outside of Canada and the Continental United States.
Travel
Candidates travelling from outside of the Waterloo Region will be compensated for their transportation, hotel costs and meals, with the anticipation of the arrival being the day before the interview and departure the day after. Airfare is at the Economy rate (if possible, booking through the University's contracted travel provider), ground transportation should be by Airways Transit (directly billed to the University of Waterloo) and hotel recommendations are Waterloo Inn, Delta Waterloo, or other hotels able to direct bill to the University of Waterloo. Candidates coming from within Waterloo Region will be compensated for mileage costs, but hotel costs either the night before or after are not normally deemed a reasonable expense. Any exceptions must receive prior approval from the Dean’s Office.
Meals
Candidates will be compensated for their meals with original receipts per University of Waterloo policy for the pertinent meals during their stay. Academic units will absorb the costs of any refreshment breaks. The Dean's Office will reimburse when an academic unit hosts a job candidate for a meal, the following maxima apply, including candidate:
Breakfast: $60 maximum, including gratuity
Lunch: $100 maximum with gratuity
Dinner: $240 maximum with gratuity
Meal maximums are based on the current per diem rates.
The equivalent of one alcoholic beverage per person (e.g., one glass of wine) is an acceptable reimbursable expense.
When in doubt please refer to University of Waterloo Travel Policy 31 or contact the Faculty Financial Officer.
Any amount beyond the maximum listed above will be covered by the academic unit.
ESTABLISHED: Administrative Council, Faculty of Applied Health Sciences, May 9, 2012
REVISED: Administrative Council, Faculty of Health, December 14, 2022