FY 15-16
University of Wisconsin - Stout
UNCLASSIFIED
RECRUITMENT
GUIDEBOOK
Table of Contents
Resources .......................................................................................................………………Pg. 2
How to START a NEW RECRUITMENT…………………………………………………………………………..Pg. 3
Online Forms’n More .....................................................................................………………Pg. 3
Advertising .....................................................................................................………………Pg. 4
Public Meeting Notice & Open Meeting Minutes ..........................................………………Pg. 5
TAM (Talent Acquisition Management) System
TAM Knowledge Base (KB) “How To” Links ...........................................………………Pg. 6
Assisting Applicant with Applying Online ..............................................………………Pg. 6
Adding an Applicant Manually into TAM …………………………………………………………….Pg. 6-8
Adding an Applicant after Application Deadline ....................................………………Pg. 8
Trouble-Shooting Tips for TA Coordinator/Search Members.................………………Pg. 9
“View All” ..............................................................................................………………Pg. 9
TAM Sample Letters
TAM email to Applicants via “Send Correspondence”
Quick tips & reminders ……………………………………………………………………………….Pg. 10
Application Process Inquiry (How to Apply)...................................………………Pg. 10
Application received but incomplete (Individual email & Group Action) …….Pg. 10-11
Applicant(s) did not Pass Tool 1.....................................................………………Pg. 11
Applicant(s) did not Pass Tool 2…....................................................................Pg. 12
Applicant(s) advanced – Invitation for Telephone Interview ……………………....Pg. 12-13
Applicant(s) on Hold ......................................................................………………Pg. 13
Courtesy Email Regarding Reference Checks .................................………………Pg. 14
Confirmation of On-Campus Interview ..........................................………………Pg. 14
Finalist not offered Position/Filled Position ...................................………………Pg. 15
Email notification to applicants regarding cancellation of search..………………Pg. 15
Position filled *Required Non-Selection Letter..………………………………………….Pg. 15
TAM email to Hiring Managers via “Forward Applicant” .......................………………Pg. 16
Miscellaneous
Emergency Hires ....................................................................................………………Pg. 16
Candidate Travel Information ................................................................………………Pg. 16-18
Records Retention..................................................................................………………Pg. 19-20
RESOURCES
Human Resources Website – Recruitment & Hiring
Human Resources Website – Recruitment & Hiring - Unclassified
AskHR
Cally Henderson, Human Resources
Ext. 2289 – hendersonc@uwstout.edu
 Immigration
 On Boarding / New Instructor Workshop
Carla Greiber, Business Office
Ext. 2334 – greiberc@uwstout.edu
 Travel Procedures & Reimbursements for Candidates
Doreen Johnson, Human Resources
Ext. 2140 – johnsondo@uwstout.edu
 Contracts for recruited hires
 Emergency / Temporary position postings in TAM
 Immigration
 Onboarding: New Hire Employment Forms / New Instructor Workshop
 Recruitment & Hiring website
 Search & Screen training
 TA Coordinator training
 TAM assistance
 Unclassified recruitment process
Erin Dunbar, Human Resources
Ext. 5405 – dunbare@uwstout.edu
 Immigration
 Recruitment (Unclassified & University Staff)
 Titling
Jo Johnson, Human Resources
Ext. 2610 – johnsonjol@uwstout.edu
 Payroll / Benefits
Human Resources Front Desk
Ext. 2149
 Background checks
Mary Kay Sankey, Human Resources
Ext. 2439 – sankeym@uwstout.edu
 Benefits
Sue Krings, Image Now
Ext. 5290 – KringsS@uwstout.edu
Workflow ES Form assistance in ImageNow
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HOW TO: START A NEW RECRUITMENT
SIMPLE! Go to the Human Resources Recruitment and Hiring webpage, click on the orange radial button called:
START A NEW RECRUITMENT, complete the questionnaire & submit. HR will follow up with your next steps!
ONLINE FORMS’n MORE
Human Resources Website – Recruitment & Hiring - Unclassified


Select the tab that fits the ‘role’ you play in the recruitment process
The screenshot below shows the resources available for ‘Support Staff’
NOTE:
A comprehensive list of all HR-related forms can be found on the HR FORMS webpage.
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ADVERTISING
- Placing Ads/Job PostingsAD TYPES
1. Full vacancy announcements are used for job postings on: HEJs, MyUW Portal, Chronicle, etc.
 CHRONICLE
It is IMPORTANT that you use the HR approved full vacancy announcement, with the same format &
information as the TAM Job Posting, to meet Department of Labor immigrations labor certification
requirements. *This becomes particularly critical should an International hire be made.
2. Short ads can be used for print ads in newspapers. Forward to HR for AA/EEO approval prior to release.
REQUIRED information  position title w/information summarizing the position
 contact name, phone and email for more information
 Application instructions (www.uwstout.edu/jobs)
 two statements:
 “EEO/AA Employer”
 “Employment contingent upon passing a criminal background check”
SAMPLE:
<Job Title> position in <Department Name> at the University of Wisconsin-Stout. Beginning <MM/DD/YYYY or Spring
or Fall YYYY>. A doctorate or ABD in <field> or closely related area is required. Preference will be given to those with a
<______> degree from an accredited university, work experience in <field> with emphasis in <area>, successful
teaching experience at the undergraduate or graduate level and potential for professional and scholarly productivity.
For complete vacancy announcement and to apply online visit: www.uwstout.edu/jobs - Job ID: <#####>. Applicants
must submit a cover letter, CV, unofficial transcripts and contact information for a minimum of three current
references. Screening will begin <MM/DD/YYYY) and continue until the position is filled. For questions contract:
<Name> at 715-232-<extension> or <email address>. UW-Stout is an EEO/AA employer. Employment is contingent
upon passing a criminal background check.
3. Networking: Vacancy announcements may be posted on bulletin boards, distributed at conferences and
workshops, sent to colleagues at other institutions, sent to distribution lists, etc.
GENERAL
 Direct applicants to apply via www.uwstout.edu/jobs
 Ad deadlines should be researched so once the recruitment is approved and open to accept applications, ads
can be placed promptly.
 Minimum posting requirements:
Academic positions
 Post in 5 state region
 Post for a minimum of 21 calendar days
Faculty / Director/Limited/Executive positions
 Post nationally
 Post for a minimum of 30 calendar days with the Chronicle (online)
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SAMPLE TEMPLATES
Public Meeting Notice
To be posted a minimum of 24 hours prior – two (2) public places on campus
Public Meeting Notification
Faculty & Academic Staff Recruitment
SUBJECT:
First Meeting of the Search & Screen Committee for the position of <Job Title>
DATE:
TIME:
LOCATION:
While the initial meeting of the search committee is open to the public, all subsequent search committee meetings
will go into closed session to maintain confidentiality regarding possible employment and personal history of
candidates as required by the ethical standards provided in section 19.85 (1)© of Wisconsin Statutes.
Posted by:
<Name of Department>
Date posted:
Open Meeting Minutes
ATTENDEES: <NAMES, TITLE/DEPARTMENT>
MEETING CALLED TO ORDER AT: <HH:MM>
AGENDA

Agenda Item 1
o Notes on Discussion
 Agenda Item 2
o Notes on Discussion
 Agenda Item 3
o Notes on Discussion
MEETING END
First Motion to Adjourn by: Name
Second Motion to Adjourn by: Name
Meeting Adjourned at: HH:MM
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Unclassified Recruitment for Position of: Click here to enter text.
Meeting Minutes
Meeting Date: Click here to enter a date.
Meeting Location: Click here to enter text.
Recorded by: Click here to enter text.
TAM
How-To’s for using the Talent Acquisition Management System
How do I log into TAM?
 UW-Stout Homepage > Logins > TAM
TAM Knowledge Base (KB) “How To” Links (https://kb.wisc.edu/hrs/)
Click on the KB number below to get UW System’s most current reference document for the information you need.
Knowledge Based
Links
FAQs – Resource for Applicants / TACs
21900
How to Apply for a Job (Internal
Applicant/Current UW Employee
21544
How to Apply for a Job (External Applicant)
19833
Adding Notes, Attachments, and Expenses to
Job Openings
20182
View Applicant Data
20801
Send Correspondence to Applicants
(“individual” & “group” messaging)
20996
Update a Candidate’s Application
22588
Manage Contact Notes for an Applicant
20286
Updating an Applicant’s Disposition
20754
Forward Applicant to Hiring Managers
20278
Add Applicant References
20276
Assisting Applicants with applying online
If an applicant inquires because they are not sure if their application was received by UW-Stout because they did not
receive the automated message confirming that they have applied -- they may have only ‘saved’ their application vs.
‘submitting’ it. In such instances, HR can look in the database and confirm if the application is in fact in ‘draft’ status.
TACs and Search Chairs can also forward them the following which will walk them thru the final leg of application
process.
How to Submit an Application from Draft Status: https://kb.wisc.edu/hrs/page.php?id=27588
Adding an Applicant Manually into TAM
Contact the HR Recruiter BEFORE adding an applicant to TAM. HR will verify whether or not the applicant is already in
the UW System TAM database. After consulting with HR, if directed to manually add an applicant, follow the
directions below.
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1. Navigate to HRS Main Menu>Recruiting>Add New Applicant.
Choose ‘EMAIL’
2. Use the Contact Details fields to record applicant type and status information along with the applicant’s
name, address, email address, and phone numbers. If you entered any email addresses, you MUST identify
one preferred email address. The preferred email is used when you send the applicant email.
 Use the Verification fields to add the applicant’s references if a document was NOT provided for
upload.
3. Click the Save link to save the Applicant’s information.
4. Once the applicant’s information has been saved, the Applications link will appear in the applicant menu
section. Click the Applications link.
5.
The Edit Application link on the Applications page allows you to add a text resume or upload the applications
resume, add additional attachments, such as a cover letter and link the applicant to the job opening that they
are applying for. Click the Edit Application link.
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6. Add the resume via text or upload the resume file by clicking on the Add Resume Attachment. Additional
attachments (i.e. cover letter) can be added below by clicking the Add Attachment link.
7. Scroll down the page to link the applicant to the job opening.
8. Once you have entered all the information available for the candidate to apply for this job opening, click the
Save and Submit button.
Adding an Applicant after application deadline
Contact the HR Recruiter BEFORE adding an applicant to TAM. HR will verify whether or not the applicant is already in
the UW System TAM database. After consulting with HR, if directed to manually add an applicant, follow the
directions below.
1.
2.
3.
4.
5.
6.
7.
8.
9.
Save the applicant’s email as file type: TEXT ONLY to your desktop for ease of uploading or scan it.
Go to the first page of the Job Opening (with your list of applicants)
Click on the Applicant's Name
Select Contact Notes
Click on Add Contact Note
Enter a brief summary why this applicant was added to the job opening after the application deadline
Select Add Attachment & upload the applicant's email message
Click on Save & Return
Delete the applicant's email from your desktop or ‘scans’ folder
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Trouble shooting tips for TA Coordinators / Search Committee members
Having difficulty viewing applicants’ attachments and downloads? Try these suggestions!
 When the Pop Blocker message comes up – Click on: ‘Always allow from this site”
 Here’s a KB for several browsers – simply follow the steps for the system you have on your computer.
https://kb.wisc.edu/hrs/page.php?id=21204
 Clear the CACHE on your internet browser. (Tools > Internet Options > Go to: Browsing History and click on
Delete > Check all > Delete > OK)
 Instead of clicking on ‘Open’ you can click on “Save As” and you can download on your desktop.
o Be sure to delete all downloads off your computer once the search is done.
 Call ASK5000 or check with your Building IT person.
’View All’
Click on the “View All” Link when HIGHLIGHTED on the dark blue bars in the TAM job opening.
This is particularly important when needing to view:
1. The entire list of applicants
2. All of the applicant’s uploaded application materials.
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TAM email to Applicants via “Send Correspondence”
TAM QUICK TIPS / REMINDERS:
1. When copying and pasting text into a TAM email, the following special characters need to be re-typed:
 apostrophes (')
 ampersand symbol (&)
 space hyphen space sequences ( - )
 bullet points
If you do not re-type them they will turn into upside down question marks ( ) after you click SEND.
2. When sending one (1) generic email to several applicants – (illustrated in Knowledge Base document 20996)
*ALL the selected applicants names will appear in the “To:” field on your email!
*However the emails will go out separately to EACH applicant and they will NOT see the other applicants’ names.
Application process Inquiry (How to apply)
SUBJECT:
UW – Stout Application Process Inquiry
MEMO:
To whom it may concern:
Applications for the <Job Title> position are being accepted online via www.uwstout.edu/jobs/ .
To access the full vacancy announcement and to apply go to the section titled: Faculty and Academic Staff
Positions (Unclassified), click on the UW-Stout Jobs Portal and follow the directions provided.
Please note:
Before you get started with the online application process, we recommend you preview the Apply Online FAQs
Once you gain access be sure to upload all of the application materials specified in the vacancy
announcement. If you need to temporarily save your application as a ‘draft’ you can do so; following the guide
below complete and ‘submit’ your application:
https://kb.wisc.edu/hrs/page.php?id=27588
If you have any technical difficulty, please contact our Human Resources Department at
johnsondo@uwstout.edu with specific details.
Thank you for your interest in employment at UW-Stout.
Application received but incomplete (Sent to one applicant with missing document(s) noted)
SUBJECT:
UW-Stout <Job Title> Position
MEMO:
Dear <Name of Applicant>:
Thank you for your recent application. However, after reviewing your materials we have found your application
is incomplete. In order to be considered further, please email the document listed below by <Day of the Week>,
<Month> <Date>, 2015 to: <Name> <Email address>.
Missing Document: <Name of document>
Sent on behalf of <Name>, Search Committee Chair
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Application received but incomplete
(May send to multiple applicants at one time via ‘GROUP ACTION’)
SUBJECT:
UW-Stout <Job Title> Position
MEMO:
Dear Applicant:
Thank you for submitting an application for the position of <Job Title> at the University of Wisconsin-Stout in Menomonie,
WI.
After careful review we have found your application to be incomplete. Following is the list of documents applicants were
asked to provide to ensure consideration:
1. ____________
2. ____________
3. ____________
4. ____________
5. ____________
Please review the list above and forward your missing documents to <Name> <Email address by <Day of the week>,
<Month> <Date>, 2015 for further review and consideration.
Sent on behalf of <Name>, Search Committee Chair
Applicant(s) did not pass Tool 1
(May send to multiple applicants at one time via ‘GROUP ACTION’)
SUBJECT:
UW-Stout <Job Title> Position
MEMO:
Dear Applicant:
The initial screening of applications for the position of <Job Title> has been completed at the University of
Wisconsin – Stout. I regret to inform you that you did not meet the minimum qualifications for the position.
We appreciate your interest in UW-Stout and wish you well in your professional and career development.
Sincerely,
<Name>, Search and Screen Committee Chair
Page | 11
Response to qualified applicants who did not pass Tool 2 / not being recommended for interview
(May send to multiple applicants at one time via ‘GROUP ACTION’)
SUBJECT:
UW-Stout <Job Title> Position
MEMO:
Dear Applicant:
The Search Committee for the position of <Job Title> in the <Name of Department> at the University of
Wisconsin-Stout has met and thoroughly reviewed the credentials of all applicants. The Committee has
studied your application with great care and concluded that your background and experience do not
correspond fully to the needs of the University at the present time.
We appreciate your interest in the University of Wisconsin-Stout and wish you well in your professional and
career development.
Sincerely,
<Name>, Search and Screen Committee Chair
Applicant(s) advanced - Invitation for Telephone Interview
(May send to multiple applicants at one time via ‘GROUP ACTION’)
SUBJECT:
UW-Stout <Job Title> Position
MEMO:
Dear Applicant:
The Search Committee has thoroughly reviewed your application for the position of <Job Title> at the University of
Wisconsin-Stout in Menomonie, Wisconsin. After studying your application with great care we would like to invite
you to participate in a telephone interview with us <example: next week>.
Following are the dates and times we have scheduled for this phase of the screening process.
<Day of Week>, <Month and Date>:
2:30 - 3:00 p.m.
3:00 - 3:30 p.m.
3:30 - 4:00 p.m.
4:00 - 4:30 p.m.
4:30 - 5:00 p.m.
5:00 - 5:30 p.m.
<Day of Week>, <Month and Date>:
8:00 - 8:30 a.m.
8:30 - 9:00 a.m.
9:00 - 9:30 a.m.
9:30 - 10:00 a.m.
10:00 - 10:30 a.m.
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10:30 - 11:00 a.m.
The interviews will take approximately 20 minutes.
NOTE: All times scheduled will be per North/Central America Central Time Zone.
Please provide the following information:
*Three (3) time slots identified above when you are available for a telephone interview
*A minimum of one (1) telephone number (including Country Code, if applicable) where you may be contacted
Please email your availabilities and contact information to:
<Email address of TA Coordinator> and <email address of Search Chair>
If we do not hear from you by 4:30 p.m., <Day of week>, <MM and Date>, we will assume you are no longer
interested in pursuing this employment opportunity with our University.
Sent on behalf of <Name>, Search Committee Chair
<Name of TA Coordinator>
Search Coordinator
Applicant is ON HOLD after Tool 3; still viable for possible consideration
(May send to multiple applicants at one time via ‘GROUP ACTION’)
SUBJECT:
UW-Stout <Job Title> Position
MEMO:
Dear (Applicant’s name>:
It was a pleasure speaking with you on <date> during your telephone interview for the position of <Job
Title>.
After careful review of the large number of well-qualified applicants, the search committee has
narrowed the pool, and we are inviting several candidates to our campus for interviews. We regret that
you are not among these first finalists; however we have not eliminated your application and will hold
it in the event the interviews do not lead us to a successful conclusion.
We thank you for your interest in the position and will keep you informed regarding the status of your
application. You should hear from us again in within <number> weeks.
Sincerely,
<Name>, Search and Screen Committee Chair
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Courtesy Email Regarding Reference Checks
(May send to multiple applicants at one time via ‘GROUP ACTION’)
SUBJECT:
UW-Stout <Job Title> Position - Reference Check
MEMO:
Dear <Applicant’s Name>:
We are pleased to let you know that your application for the University of Wisconsin – Stout’s <Job Title>
position is advancing to the reference checking stage of our screening process.
As part of the reference checking process we need to secure communication from your current or most
recent supervisor/employer. If your application did not include this contact information we need you to
provide the following information for your current or most recent employer: Name, email address, and
phone number. Forward to: <Search Chair or Support Person’s email address> via email no later than <Date
/ Time>.
The University reserves the right to contact additional references, with prior notification to candidates.
If you have any questions with regard to this part of the screening process please contact: <Search Chair or
Support Person’s email address>
Sincerely,
<Name>, Search and Screen Committee Chair
Confirmation of On-Campus Interview
SUBJECT:
UW-Stout <Job Title> – On-Campus Interview
MEMO:
Dear <Applicant’s name>:
I am pleased to confirm that you have been scheduled for an on-campus interview for the position of <Job
Title> at the University of Wisconsin-Stout. Your interview will be on <Day>, <Month, Date, Year> at <Time
*include: CST> in the <Name of Building>, Room <Number>. A parking permit and campus map is attached
for your convenience.
It is the policy of UW-Stout to provide reasonable accommodations for qualified disabled individuals who are
employees or applicants for employment. If you need assistance or accommodations to interview because
of a disability (physical or mental impairment) contact UW-Stout Human Resources at (715) 232-2140 or
(715) 232-5405. Employment opportunities shall not be denied to anyone because of the need to make
reasonable accommodations to an individual’s disability.
We look forward to meeting with you on <Month, Date>.
Sincerely,
<Name>, Search and Screen Committee Chair
Page | 14
Finalist not offered the position -&- position has been filled
**Recommend a phone call be made to the finalist before this letter is sent.
SUBJECT:
UW-Stout <Job Title>
MEMO:
Dear <Applicant’s Name>:
Thank you very much for interviewing for the position of <Job Title> at the University of Wisconsin-Stout. I
am sorry to inform you that the position has been offered and accepted by another candidate.
Again, we thank you for your interest in this position and employment at UW-Stout. We wish you the best in
attaining your professional goals.
Sincerely,
<Name>, Search and Screen Committee Chair
Email notification to applicants regarding cancellation of search
SUBJECT:
Dean of Graduate School, University of Wisconsin-Stout
MEMO:
Dear Applicant:
We sincerely appreciate the interest you have expressed in the <Job Title> position at the University of
Wisconsin Stout. Regretfully, the recruitment for this position has been canceled due to unforeseen
circumstances.
Again, we thank you for the time you have taken to submit an application for this position. We hope that you
will consider future employment opportunities available at UW-Stout that may be a good fit for you.
We wish you the best in attaining your professional goals.
Sincerely,
<Name>, Search and Screen Committee Chair
Position filled - Send to *ALL* applicants who applied after the screening date that were NOT
screened, applicants that were put on ‘5B’ Hold, and those who did not pass Tool 4).
MEMO:
Dear Applicant:
We reget to inform you that the <Job Title> in the <Department> at the University of Wisconsin-Stout has
been filled.
Thank you for taking the time to apply. We hope that you will consider future employment opporunities with
UW-Stout and wish you all the best in your career.
Page | 15
TAM email to Hiring Managers via “FORWARD APPLICANT”
Dear Hiring Managers:
The applicants below are being recommended by the search committee for <telephone –or- on-campus
interviews –or- recommendation for hire> for the <Job Title> position.
A screening matrix with the committee’s summary of their evaluation process has been uploaded for your
review in TAM Job Opening <number>. To view this summary click on the ‘Activity & Attachments’ hyperlink.
Please forward your email approval via: REPLY ALL.
Thank you
<Name>, Search & Screen Committee Chair
MISCELLANEOUS
Emergency Hires
We do not have a formal process or specific protocol established for advertising for E-hires.
However, we do have some guidance available via:
HR website > Recruitment & Hiring > Unclassified > Emergency/Temporary Recruitment webpage
If your department provides us with the basic details of the position & a job posting – we can post your E-hire
positions on TAM so all applications can be submitted online.
Your vacancy will be posted on the following sites at NO-CHARGE to your Dept.:





Higher Ed Jobs
MyUW Portal (“Career Opportunities” portlet found on all current employees MyUW portal
UW-Stout Jobs website
UW-Careers website
Wisconsin Job Network – DWD
To initiate a TAM job opening for an emergency or temporary position, go to: Emergency/Temporary Recruitment
Candidate Travel Information
Page 17 contains information that you can share with your candidates travelling for an on-campus interview.
Changes since 1415 & special notes from Carla Grieber, Business Office as of 7.23.15:
 There will be additional changes in the milage rate, meal reimbursement and tips in the Fall of 2015.
 Please see ‘new bullet’ under: Interviewee’s responsibility (not reimburseable) regarding use of a taxi.
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Candidate Travel Guide
Below you will find highlights of UW-Stout’s travel policy. If you have questions, please contact Carla Greiber at:
greiberc@uwstout.edu or (715-232-2334) or _______________________ at ___________@uwstout.edu of (715232-_____).
Airfare




Airfare is limited to the non-refundable fare. UW-Stout’s vendor is Fox World Travel (1-866-230-8787)
Flight insurance is never reimbursable
First class or business class are never reimbursable
Adding additional night to save on airfare
o This is allowed only with prior approval of the hiring department
o Cost comparison must be provided showing the savings
 All additional expenses including lodging and meals must be calculated into the comparison
 Simply stating "saving by staying additional nights" will not be accepted
Back-up required:
 Itinerary with departure and destination information having payment
Allowable Hotel Contact Information:
When making reservations, state that you are interviewing at UW-Stout to obtain the state rate of $83 per night for a
single standard room. The hosting department can assist you with providing proof of tax exempt status if. For
reference, the UW sales and use tax exemption number is ES-40706. NOTE: At certain times some hotels will not
honor the single in-state rate as indicated on the above link. All hotels listed below are approximately 2 miles from
campus. Country Inn & Suites is our recommended hotel.
Country Inn & Suites
Motel 6
(715) 235-5664
(715) 235-6901
AmericInn Motel & Suites
(715) 235-4800
Super 8
(715) 235-8889
There is a shuttle service, Chippewa Valley Airport Shuttle which will pick you up from the MSP Airport and bring you
directly to the Country Inn and Suites. Their website is: http://www.chippewavalleyairportservice.com/. The shuttle
service is very convenient and one of the search committee members will be happy to pick you up at the hotel to
bring you to campus.
Allowable Car Rental Information:
Only with prior approval of the interviewing department a car may be rented for transportation to and from the
interview process.
 Candidates are to use our BIG TEN NATIONAL contract (800-261-7331) with National or Enterprise. Booking
code is XZ44067. If the individual wishes to use another rental company the reimbursement will be limited to
our contract rate for a mid-size car.
 Cost of rental is limited to mid-size car. GPS is not reimbursable.
 Gas (original itemized receipt required) for round trip Note: If candidate chooses to have car rental vendor
refuel car, the fueling charge will not be reimbursed.
 LDW/CDW insurance is included in contract pricing.
Page | 17
Back-up required:
 Original, itemized rental receipt
 Original, itemized receipt for any gas charges
 Interviewee's responsibility (not reimbursable)
o Excessive mileage or gas charges for touring area
o Premium or luxury car rental
o If candidate prefers a rental car rather than using the shuttle service, department may choose to
reimburse the car up to the monetary amount for a round trip on the shuttle.
o If a taxi is used to travel from the airport to Menomonie, the department will only reimburse the
monetary amount of cost of the shuttle.
o GPS
Driving to Interview
The lowest logical mode for long distance transportation is usually flying.
If distance doesn't warrant flying, interviewee's personal vehicle can be used and reimbursed as follows:
 Round trip mileage at the higher state rate of $.510 per mile from point of origin to campus
 Note: If planning to drive from a distant city, it is necessary to check with us for additional information prior
to trip.
Interviewee's responsibility (not reimbursable):




Gas
Repairs
Locksmith
Any other incidental expenses
Candidate Travel Expense Reimbursement Checklist:
The following items are required when submitting meeting with me so I can complete the Expense Report on your
behalf. A time is scheduled at the end of the interview day to review the Travel Expense Report with me.
 Itemized hotel receipt
 Flight itinerary with departure, destination, and payment
 Original, Itemized receipt for gas charges
 Original, itemized car receipt (*fuel charge through rental company is not reimbursable)
 Miscellaneous Reimbursable Expenses:
o Meals (Breakfast - $8.00, Lunch - $10.00, Dinner - $20.00)
o Airport Parking – no receipt required if $1or less per day
o Airport Porter - $1/ bag
o Maid tip - $2/day
o Airline Baggage Charges – 1 bag limit
 Mail original receipts to:
University of Wisconsin-Stout
_________________________
_________________________
Menomonie, WI 54751
 Expense Report will be finalized and routed for appropriate signatures – after your interview.
 Accounting Services will process the travel expense report and mail reimbursement check to the candidate
 Menomonie taxi services: Town & Country Taxi (715) 309-9619 / 231 Taxi (715) 231-8294
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Records Retention – What do we shred? What do we keep?
TAM QUICK TIP:
Email correspondence sent/received regarding recruitments via personal Outlook accounts that need to be uploaded into TAM
for permanent record can be retained via any one of the three methods.
Option #1:
1. When in the Outlook email click: SAVE AS
2. Change the ‘save as type’ to TEXT ONLY
3.
4.
5.
6.
Save the document on your desktop
Upload it into TAM
Delete it off your desktop
Delete email in Outlook
Option #2:
1. Printout Outlook email
2. Scan
3. Upload in TAM
4. Shred email that was printed out
5. Delete email from Outlook
Option #3:
1. Open Outlook email > click on Forward
2. Copy and paste email into a blank word doc
3. Save on your desktop
4. Upload the word doc in TAM
5. Delete the word doc from your desktop
6. Delete the Outlook email
It is the role of the TA Coordinator & Search Chair to ensure the following required documentation have been
UPLOADED as attachments to the Job Opening in the Activity & Attachments module for permanent record keeping
purposes.
1. HR Approved Screening Tools 1-5
2. First committee meeting notice and minutes (Note two places it was posted publically)
3. Copies of ALL advertising
4. The confirming BEGIN & END dates the CHRONICLE ad was printed online
5. Telephone conversations with individual candidates (record as a CONTACT NOTE)
6. Screening Matrix: Tool 1 & 2 Summary from committee
7. All Hiring Authority Approvals for Phone Interviews
8. Telephone interview schedule
9. Screening Matrix: Tool 3 Summary from committee
10. All Hiring Authority Approvals for Reference Checks/On-Campus Interviews
11. On-campus interview schedule
12. On-campus interview itineraries for each candidate
13. Screening Matrix: Tool 4 Summary & Tool 5 Summary from committee
14. Strengths & Weaknesses Memo for each candidate who had an on-campus interview
15. All Hiring Authority Approvals for Recommendation for Hire
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16. Miscellaneous Correspondence
17. If an offer(s) were extended and declined, a summary of ALL offers extended and reasons why they were declined.
18. Declined offers must be documented in the respective finalists’ Contact Notes.
19. Financial records related to the search (Optional)
20. Procedure Checklist to reflect process, dates, actions taken throughout the search
Email HR Recruiter when the following has been completed so the recruitment can be closed:
 All attachments have been uploaded, and
 Final correspondence has been sent to applicants not selected, and
 TAM Job Posting module >“Destinations” section is updated with ALL advertising sources used.
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