Last revised: January 12, 2017
Advertising and Search Costs
Policy
This report provides the detailed procedures for recovering the advertising and search costs.
Advertising Costs
Advertising costs for a single search should not exceed $2,000.
Should your estimated advertising costs for a single search exceed $2,000, you should seek
approval in advance through Sue Thompson.
Please note that it is not necessary to advertise in CAUT as University Affairs covers the Canadian
market.
Search Costs
Departments will be allocated an average of $1,700 per search visit up to a total of three candidates.
Please note that the $1,700 is an average cost; should you spend over $1,700 for one search visit
and less for another, it is permissible to use monies saved from one visit towards the cost of a more
expensive visit.
You will not be allowed to bank unused funds or apply them another concurrent search.
Cost of Attending Conferences to Recruit
One significant expense that some recruiters incur involves the cost of attending conferences to
recruit. These costs will be borne by the department or can be attributed to the costs included in
the $1,700 average. If you do not have sufficient budget to finance conference interviews and it is an
essential part of your recruitment process, please submit a request to Sue Thompson with the
projected costs in advance of making any arrangements.
If you anticipate other extraordinary expenses that will likely exceed the $1,700 per visit average,
please contact Sue Thompson to arrange for the Vice Dean, Faculty’s approval beforehand.
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Procedure:
1) Business Officer at the academic department to submit journal entry request form to Sue
Thompson (please refer to the “Search Costs Journal Entry” template on the Business
Services website: http://utm.utoronto.ca/business-services/sites/files/businessservices/public/users/pontedea/Search Cost Journal Entry.xls)
In addition, Business Officer should check the following items before sending the journal entry
to Business Services.
-
Amount should be pre-tax (HST or GST)
Amount ties with the journal entry
The expense is in compliance with the guidance of advertising and search costs
Amounts are in Canadian dollars
2) In case an error is identified, the document is returned by Ciaran Graham to the Business
Officer at the academic department to make the correction and re-submit the corrected
copy to Ciaran Graham.
3) Ciaran Graham to send the journal entry to the Dean’s office, for Vice Dean, Faculty’s
Signature.
4) Dean’s Office will return the journal entry to Business Officer at the academic department.
5) Business Officer at the academic department to process the journal entry.
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Appendix: Guidelines for Advertising and Search Costs
From: hradmin-utm-l: Office of the Dean - Academic HR List [mailto:[email protected]] On Behalf Of Lynn Snowden
Sent: Monday, July 20, 2015 12:35 PM
To: [email protected]
Subject: Advertising and search costs
Dear Chairs and Directors:
I am writing to remind you that, should your estimated advertising costs for a single search exceed
$2,000, you should seek approval in advance by contacting me. Please note as well that it is not
necessary to advertise in CAUT as University Affairs covers the Canadian market.
Departments will be allocated an average of $1700 per search visit up to a total of three candidates.
Once the search is over, you will simply complete a summary form, a journal entry along with the
receipts and send to Keshani Wijesuriya who will review the form and, assuming there are no concerns,
forward to the Dean’s Office for signature. Once the Dean has signed off, all documents will be sent back
to the departments for processing. Please note that the $1700 is an average cost: should you spend
over $1700 for one search visit and less for another, we will allow you to use monies saved for one visit
toward the cost of a more expensive one. However, you will not be allowed to bank unused funds or
apply them to another concurrent search.
One significant expense that some recruiters incur involves the cost of attending conferences to recruit.
These costs will be borne by the department or can be attributed to the costs included in the $1700
average. If you do not have sufficient budget to finance conference interviews and it is an essential part
of your recruiting process, please send a request (via Email) to me with the projected costs in advance of
making any arrangements. If you anticipate other extraordinary expenses that will likely put you over
the $1700/visit average, please contact me to arrange for approval beforehand.
I hope that you will understand that this is part of an effort to keep our searches and our complement
growth active and moving forward in a period in which we are having to deal with difficult revenue
constraints.
-Lynn Snowden
Assistant Dean
University of Toronto Mississauga
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