Financial Information for Study Abroad Program

LeadersPresented By:

Jessica Hurst (OIP)Laura Gore (Travel)

Study Abroad Program Leader Handbook

This handbook provides policies, guidelines and information for faculty-led education abroad program leaders.

It is designed to aid you in conducting a successful program, and advise you through administering a smooth and safe experience for you and your program participants.

Please reference this handbook at: http://uncw.edu/international/documents/ProgramLeaderHandbook2013-14.pdf

2013-2014 Redesigned Budget Form

New budget form made easier for you!

2013-2014 Faculty-Led Budget Worksheet

Program Budget

All program-related expenses should be included in your program budget.

Budget must be updated per program changes:› Dates› # of Students› Currency Rates

Please note, OIP cannot make any payments on behalf of your program until final budget is received and students’ accounts have been charged.

Individual program budget meetings will be automatically scheduled based on departure of your program.

Program Budget

While planning your budget please consider most efficient methods of payment:› Pre-Paids› Travel Advances› Visa Travel Card› Other Expenses Outside of Travel Dates

Program Budget – Pre-Paids

Wires› Allow 2 weeks for complete processing› Foreign Currency or USD

Foreign Transfer Fee = $5 USD Transfer Fee = $40

› Will need complete banking details: SWIFT Code IBAN Bank Name and Address Account/Routing Numbers

› Invoice required with itemized detail

Program Budget – Pre-Paids

Bank Drafts› Allow 2 weeks for complete processing› Only foreign currency

Fee = $50› Itemized invoice with bank details required› Jessica Hurst will notify you when check is

ready to be picked up

Program Budget – Pre-Paids

Check› Allow 2 weeks for complete processing› Itemized invoice required for payment› Will need complete mailing details:

Payee Name Address

Program Budget – Travel Advances

Program Leader Meal Per Diem› 90% of budgeted per diem rate can be advanced› 10% received upon return› NO receipts required› Direct deposited no more than 7 days before departure

Student Group Advance› Up to 100% of allowable student group meal per diem › Itemized receipt required upon return› Detailed email request to Jessica Hurst including:

Total amount Breakdown of above total amount

› Direct deposited no more than 7 days before departure Email request of advances must be submitted to Jessica

Hurst at least 1 month prior to departure!

Program Budget – Visa Travel Card

Program leaders can request a Visa Travel Card› Request no later than 6 weeks prior to departure› Application submitted via eTravel› Training required› Once issued, card can be used for prepayments or during trip› Card can also be used or other UNCW approved travel any

time

Visa Travel Card will allow you to prepay:› Lodging› Rental Cars› Airfare› Registration

Program Budget – Other Expenses

Leader may incur some expenses outside of the travel dates:› Pre-Departure Info Session› Books› Gifts › T-Shirts› Reunion Gathering/Party

These reimbursements will be processed directly through Accounts Payable and not as part of your Travel Reimbursement

Program Fees

Deposits“All deposits are

$225.”

Program Fee Charges“Balance of charges will be placed on students’

account.”

Financial Aid“Students that are eligible for Fin. Aid can use it for their Education Abroad

Program.”

Program Fee Payments & Deadlines

“Students can pay online on SEANET or in person at the Cashiers Office with

cash or check.”

Refunds“All program deposits are non-refundable, unless student is not

accepted or the program is canceled.”

Spring Financial DeadlinesDeadlines Task

9/30/2013 Spring Break Financial Orientation

10/8/2013 Spring Break Financial Orientation

10/21/2013 Spring Financial Orientation

10/30/2013 Spring Break Financial Orientation

10/31/2013 Spring Financial Orientation

11/13/2013 Spring Financial Orientation

11/25/2013 – 12/13/2013 Individual Spring Break Budget Meetings

1/6/2013 Recommended Spring Break Final Budget Due

1/13/2013 Spring Break Final Budget Due

1/31/2013 Final Spring Break Student Payments Due

2/14/2013 Final Date for all Spring Break Payment Requests

2/24/2013 – 3/14/2013 Individual Spring Budget Meetings

3/14/2013 Spring Break Reimbursement Due to OIP

3/17/2013 Spring Final Budgets Due

4/11/2013 Spring Final Student Payments Due

4/25/2013 Final Date for all Spring Payment Requests

Summer Financial DeadlinesSUMMER STUDY ABROAD FINANCIAL DEADLINES

REQUIRED TASK DEADLINE COMMENTS

Schedule and Complete Budget Meeting with OIP

9-11 Weeks Prior to Departure  

Final Budget Completed and Due to OIP8 Weeks Prior to Departure  

Final Roster of Students Due to OIP8 Weeks Prior to Departure  

Final Applications Due to OIP8 Weeks Prior to Departure  

Student Payments Due via Student Accounts

5 Weeks Prior to Departure Unless invoices need earlier payment

Final Payment Request Due to Jessica/OIP4 Weeks Prior to Departure

Final deadline for payment received prior to arrival. Please see 'Payment Schedule' for

earlier deadlines.

Payment Schedules

Provides a guideline of when vendor can expect payment according to when completed payment request was submitted to Jessica (OIP).

Pre-Departure Check List

Please note a helpful modification to the pre-departure check list…› Anything now highlighted in green pertains

to important financial matters. Spring/Spring Break Financial Deadlines Summer Financial Deadlines Payment Schedule

Fellowship Travel International