Interview Arrangement Q&A

Our departmental administrative team will be assisting you through the travel and interview process. In an effort to minimize the number of emails you receive during this process, we have prepared the following information.

Please note: the bottom of this section contains a request for information.

Should you have any questions, please do not hesitate to contact the administrative team members assisting in the recruitment process.

We look forward to meeting you soon!

Recruitment Team (Administrative)	Contact Information Department of Biostatistics 2525 West End Ave, Suite 1100 Nashville,TN 37203	Areas of Assistance
Ashlee Bartley	ashlee.bartley@vanderbilt.edu 615-322-2001	Faculty/Staff Travel Coordination/Interviewing Planning Offer letters and post offer questions Interview day guide and post visit reimbursement
Sanel Filipovic	sanel.filipovic@vanderbilt.edu 615-875-4190	Staff Offer letters and post offer questions
Ron Jannetta	ron.jannetta@Vanderbilt.Edu 615-875-1010	Faculty/StaffStaff Post visit reimbursement approval

Most interviews are scheduled approximately two to four weeks from the date we are notified of your upcoming visit.

We have a standard procedure for candidate visits (although flexible according to candidate schedules, airline schedules, etc.). If this does not work for you, please let us know your preferences and we will strive to accommodate your schedule. If the candidate lives within a 250 mile radius of Vanderbilt, driving is required. See below for reimbursement information regarding use of personal vehicle or vehicle rental. Otherwise, if the candidate lives outside of this radius, we will prepay airline travel, hotel accommodations and ground transportation through our contract companies.

IMPORTANT NOTE: VU SOM will not reimburse or cover the cost of early bird check in fees or additional baggage for any airline. If you opt to utilize any of these services, you will be responsible for payment. 07.01.10

OPTION 1: (minimal time in Nashville)

• DAY 1
  • Arrive in Nashville in the late afternoon, allowing you time to check in to the hotel and briefly visit the area.
  • Ground transportation provided by one of our contract sedan companies, if you do not choose to rent a vehicle or use your own. You will be met at the airport and transported to the hotel.
• DAY 2
  • Departure is scheduled for end of interview day.
  • Ground transportation will meet you outside our building and transport you to the airport for evening departure.

OPTION 2: (a little more time in Nashville)

• DAY 1
  • Arrive Nashville in the early afternoon, allowing you time to check in to the hotel and visit the area.
  • Ground transportation provided by one of our contract sedan companies, if you do not choose to rent a vehicle or use your own. You will be met at the airport and transported to the hotel.
• DAY 2
  • Departure is scheduled for end of interview day
  • Ground transportation will meet you outside our building and transport you to the airport for evening departure.

Expenses Covered: (original receipts must be provided for reimbursement)

Expenses reimbursed will be for the candidate only.

Personal Automobile:

• Mileage will be reimbursed using the standard mileage rate of 54 cents per mile. Effective December 17, 2015 the IRS standard mileage rate is 54 cents per mile on use of a personal car for business purposes.
• Tolls and parking fees will be reimbursed at actual cost per submission of original receipts.
• Gas, repairs, fines, etc. are not reimbursable.

Vehicle Rental: The Department of Biostatistics will reimburse candidates for reasonable costs associated with the rental of an economy-size vehicle for up to two days (maximum). Due to rental agency restrictions, the department is unable to reserve the vehicle on behalf of candidate(s). Please reserve your own vehicle and notify the department in advance of your intention to rent. Post visit, please submit your receipts to Ron Jannetta.

• Mileage is not reimbursable
• Tolls and parking fees will be reimbursed at actual cost per submission of original receipts.
• Two gasoline purchases will be reimbursable at actual cost per submission of original receipts; if traveling within a 250 mile radius of Vanderbilt
• One gasoline purchase will be reimbursable at actual cost per submission of original receipt; if renting a car once in the Nashville area

Parking:

• Please pay all related parking fees upon check-out. Post visit, please submit parking receipts to Ron Jannetta.

Meals:

• Travel policy pricing will adhere to all meals you purchase (noted below). Candidate will pay cost of meals and submit itemized receipts post visit. You cannot, for example, skip breakfast and have a $28 luncheon as you will only be reimbursed the maximum amount of $16 for lunch. Allowable amounts are per meal per day not a combined amount of $58 per day to be spent as you choose. Alcoholic beverage costs are considered personal expenses.

Maximum amounts per traveler, per day are:

Meal	Amount
Breakfast	$12.00
Lunch	$16.00
Dinner	$30.00

Post visit, please submit your receipts to Ashlee Bartley, ashlee.bartley@vanderbilt.edu. If a candidate cancels an interview after travel arrangements are confirmed, the candidate will be responsible for his/her non-refundable travel expenses.

Once you have selected your option, please provide the following information to ashlee.bartley@Vanderbilt.Edu:

1. Full legal name (must match government issued photo identification for airline ticket):
2. Date of birth (needed for certain airline bookings):
3. Preferred date(s) of departure:
4. Preferred departure city/airport, if flying:
5. Preferred date of return flight, if flying:
6. Any special requirements:
7. VUMC to provide ground transportation (If no, please inform us whether you will be renting a vehicle or driving your own vehicle.):