Question
How to Request Candidate Reimbursement for Employment?
Answer
Check out this supporting video resource-Candidate Reimbursement
1. Click Candidate for Employment Reimbursement in the forms section on eCUBE’s homepage.
2. Start by typing the name of the candidate in the supplier field. Ensure the candidate shows up in the existing supplier drop down menu and click their name to select.
3. If the candidate does not show up in the drop down, please download the Candidates for Employment Reimbursement Information Form located in the instructions for vendor selection and upload it to Procurement Services Secure Upload
4. Complete all required position information.
5. Enter all travel expenses in the appropriate field, if a candidate did not submit a request for any of the expenses listed, enter 0 in the field provided.
6 Fill in additional information. Supplier Invoice number (Candidate's initials and the date. EX: (PP040125). Click the add link to upload attachments. Itemized receipts must be attached in support of all expenses detailed above. Also, please attach a copy of Google maps outlining the starting and ending locations for mileage reimbursement. Please reference the Administrative Policies for Candidate Reimbursement. or allowable expenses. Click the Add link to upload receipts.
7. Once you click on the add link, you can select files to upload or drag and drop files from your computer in box provided. Once you have uploaded all files, click the Save Changes button and then the Close.
8. Review the Internal attachment section of the form to confirm the files have been successfully attached.
9. Once all information has been completed and all attachments have been uploaded click on the blue ‘Add and go to cart button’ in the upper right corner.
10. Once in the shopping cart, fill in the cart name, description, and accounting date (today’s date).
11. Then click the proceed to checkout button.
12. If there are any corrections/issues that need to be addressed, they will be displayed in the summary and will need to be corrected before you are able to proceed.
13. You will then need to enter the FOAP information, in the Account field type in 701325. click the Save button and close.
14. If the form is incomplete or has errors, click on the Candidate for Employment Reimbursement link. If there are no errors skip to step 17.
15. Once the corrections have been made, click the Save button and then Close button.
17. Once finished with the requisition, click the place order button to place the order.
18. A confirmation that the requisition was successfully submitted will display on the screen. The requisition will then be routed to the financial manager for approval. If you are the financial manager, it will automatically route to HR for review for policy compliance.
What Happens Next?
1. If HR determines that a correction is required, the HR representative will add a comment to the requisition with an explanation of the changes required and the requisition will be returned to the requisitioner for review and update.
2. The department (requisitioner) will receive an email communication that the requisition has been returned for correction. Once the notification is received, click on the link in the email provided to access the requisition. Review the comment provided. To make the necessary updates, go into the form that is linked on the requisition line items.
3. Enter the required changes as outlined in the comments by HR to ensure policy compliance.
4. Once the updates have been completed, click the Save button and then click Close button.
5. Once all changes have been made and you have returned to the requisition, click on Place Order button to resubmit the requisition.
6. The updated requisition will be routed to the financial manager for approval. If you are the financial manager, the updated requisition will automatically route to HR for review and approval.
Please reach out to the Director Procurement Services if you have further questions.
Barb Greene, bgreene@ysu.edu, 330-941-3117