Purpose
To establish a reimbursement policy for faculty member search committees having a “group meal” with candidates for a faculty position (also refer to Penn State Policy FN10).
Rationale and Background
It is important to make a good impression on candidates brought to the college for an interview. That includes providing, when necessary or desirable, a relaxing meal over which the conversation between the candidate and a member or members of the search committee can be more casual than the formal interview itself. The purchase of such meals must conform to University policy, and such meals should be organized under the assumption that the smaller the number of participants, the more casual and effective the conversation and the less costly the overall event.
The University establishes per diem rates for meals as part of its overall travel policy (see SAP Concur for the latest rates). The per diem rate in effect for Erie will be used to establish the maximum meal rate (including tax and gratuity) paid by the college for each person interviewing a candidate. (It is understood that the candidate's meal could exceed that amount and the college will reimburse the actual amount.) Detailed receipts for all meals will be required; please note that actual costs and reimbursements can be less than the maximum.
To help keep the conversation casual and control expenses, no more than three Penn State search committee members should accompany the candidate to dinner, only one committee member should accompany the candidate for breakfast. In cases where more than three employees participate, the school will pay the difference, and no individual employee meal can exceed the maximum rate according to travel policy. (Meals for non-Penn State employees and students will not be reimbursed.) If the per diem dinner rate for Erie is exceeded for a Penn State employee, the additional expense will be charged to the school budget.
Alcohol
While not prohibited, alcohol purchases are discouraged. Alcohol purchases will not be reimbursed by the college or school recruiting budget. If faculty or staff member wish to consume alcohol, personal funds must be used.
February 19, 2007
Revised March 14, 2008
Revised September 19, 2013
Revised July 29, 2015
Revised June 2019
Revised January 2022
Revised February 18, 2025