Charging Employers for an On-Campus Interview

If your institution charges a fee to employers for conducting on-campus interviews (OCI), follow the steps in this article to learn about invoices and managing payments!  

Interview costs are a standard rate per room. You don't have the option to charge different amounts based on the OCI, nor can you charge per hour. 

The daily room cost is set within the Interview Preferences section of your Institution Settings. To set your room cost, follow the steps outlined in Institution Settings: Interview Preferences. 

Note: your institution will need to have payments set up before charging employers for interviews. For more information about setting up payment options in Handshake, refer to About Payments Options in Handshake.

Creating a New Invoice 

Depending on when your institution collects payments, you'll need to send the employer an invoice for the room cost. 

1. Click the blue button £View/Create Invoices located under the Payments section, on the left of the Interview Details page to create an invoice. 

2. Click the blue button Create New Invoice in the lower-right corner of the pop-up. 

3. A new invoice form will load: 

• Recipients: Choose your invoice recipients
  • Note: if you’d like to send a “test invoice”, choose only yourself — you’ll be able to resend the invoice to the employer later.
• Invoice Number and Amount are auto-generated and can not be modified.
  
  • The invoice amount is calculated based on the pricing your institution defined when creating the fair and the fair options the employer selected.
    • If you need to change the invoice amount for some reason, you should edit the career fair registration to add a discount or add any extra items to help adjust the amount due, then generate a new invoice.
• Subject is auto-generated based on the employer’s name and the fair’s name. You’re welcome to change it if needed.
• Custom Message is populated with the default invoice message if one was configured for the fair. You can change the message just for this employer here on the invoice form, or you can change the message for all future invoices by editing the Default invoice message in the fair’s details.

4. Click the blue button Finish and Send in the lower-right corner of the popup to send the email with invoice attached to selected recipients. The payment status associated with the employer will reflect that an invoice has been sent. 

After an invoice is sent you'll have the option to access it using the same steps above to view/create invoices. There will also be options to download and resend invoices from this page. 

Payment Status 

There are three Payment Statuses in Handshake: 

• Unpaid: the employer hasn't been invoiced or paid. 
• Invoiced: the employer has been invoiced, but hasn't paid. 
• Paid: the employer has been invoiced and paid. 

The Payment Status is displayed in two different areas within Handshake: 

• The Interviews page under the Payment Status column header

• The Interview Details page under Payments 

For more information on navigating the Interview Details page in Handshake, refer to Navigating the Interviews Page.

Record a Payment Manually 

If an employer pays by cheque or a method outside of Handshake, you can manually record their payment in Handshake. 

1. Click the blue button Manually Record Charge under the Payments section of the Interview Details page to create an invoice.

2. A Manual Charge form will load: 

• Amount: the amount paid by the employer. 
• Private Notes: take private notes that only other staff members will be able to access.
  • Example: this may be the type of payment, like a check or the external platform used to collect the payment. 
• Send Myself Receipt: check this box if you would like to receive a copy of the receipt 
• Custom Message: include a custom message that will be shown in the receipt email. 

3. Click the green button Submit Charge in the lower-right corner of the pop-up to update!