This memo is to clarify the Department of Physics policy on payment/reimbursement of meal and lodging costs for certain functions as they are listed below:
RECRUITMENT: The Department (Recruitment Org) will pay for all reasonable costs to bring a candidate here on an official interview visit. This includes the candidate's airfare, local transportation, lodging, and meals. Lodging at the Blackwell Inn is recommended. The same policy applies to any recruiting visit after a candidate has received an offer. Additionally, the Department will pay for faculty and students who accompany the candidate to business meals. Normally, the group size should not exceed 4 or 5 people. Faculty should be judicious when selecting locations to eat, as costs can get out of hand quickly. Places that highlight the cultural venues of Columbus, such as German village, the Short North, the Arena District, etc., are appropriate. Meals at very expensive restaurants, such as The Refectory, are reserved for the most special occasions, and must be approved by the Chair before the event.
COLLOQUIUM SPEAKERS: The Department (Colloquium Org) will pay for all reasonable costs to bring a colloquium speaker to Campus. These costs include candidate's airfare, local transportation, lodging, and meals. Additionally, the Department will pay up to $125 towards the actual cost of a business dinner (including the speakers dinner), where Department faculty are present. Finally, there may be occasions where Department students are invited to have lunch with the speaker. Lunches for students and a faculty escort will be covered by the Department. Normally, these will be at a Campus location such as The Faculty Club. Again, the group size should be reasonable, not to exceed four or five students, a faculty escort, and the speaker.
SEMINARS: The Department (appropriate Seminar Org) will pay for all reasonable costs to bring seminar speakers to Campus. This includes airfare, local transportation, lodging, and meals. There is no stipend for faculty or student meals involving seminar speakers.
NOTES: To be reimbursed, you will need itemized receipts, including any receipts for alcohol. Reimbursements for candidate/speaker personal telephone calls, in room movies, etc. are not allowed. Reimbursement for meals and incidentals. Candidates/speakers may be reimbursed for actual (reasonable) costs or may elect to receive a per diem payment. (The current Columbus per diem rate for meals and incidentals is $43.)