Longwood University        Chief Administration and Finance Officer:  Human Resources        201 High Street, Lancaster 335, Farmville, VA  23909         Phone: 434.395.2074     Fax: 434.395.2666

Policy 5229
RECRUITMENT COSTS

I.     PURPOSE

The purpose of this policy is to establish responsible fiscal guidelines for the assignment of costs relating to position recruitments for University employees.

II.     APPLICABILITY

This policy applies to all recruitments for new and existing positions, with the exception of wage and temporary recruitments. Wage recruitments are part-time positions. Temporary positions are positions that will last six (6) months or less.

III.     DEFINITION OF COSTS

For the purpose of this policy, costs are defined as any expenses incurred by the University for advertising, applicant travel, meals, lodging and meeting expenses, as well as post-hire moving expenses.

IV.     POLICY

All costs for recruitments covered by this policy are the responsibility of the department in which the vacant position exists. Departments must utilize the start-up budget assigned to new positions to cover recruitment costs for those positions. Salary savings from deferred starting dates of replacements must be utilized for existing positions.

V.     PROCEDURE

The director for the department in which the vacancy exists is responsible for ensuring that sufficient funds exist to cover recruitment costs. In most cases, this will simply involve confirming with the Budget Office and the Human Resources (HR) Office that the start date of the new employee is placed sufficiently forward to capture the recruitment costs prior to the new employee beginning work. The HR Office can provide exact costs to departments on direct advertising at the time the expense is incurred.

A. Appeals: From time to time, some special circumstance may present itself, which makes a delayed starting date impossible or operationally impractical. In this case, consideration for supplemental recruitment cost funding may be required. The department director should advance written requests evidencing justification for assistance with recruiting costs to the area vice president (or the President, where the department reports directly to the President).  The general criteria for a successful appeal will be that duties relating to the vacant position cannot be temporarily assigned to existing staff within the department or that the position has legal or compliance functions which require immediate filling of the position. The Chief Administration and Finance Officer must approve all departmental budget additions.

Approved by the Board of Visitors December 1, 2001.
Revised and approved by the Board of Visitors, September 7, 2002.

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