OIE Tuition Process Enhancement Info Session January 2014

1. OIE Tuition ProcessEnhancement Info SessionJanuary 2014 Presented by: Chris Schwarzer International Finance Director, Office of International Education

2. Why the Change? Current Process: • Program directors send budget and registration statistics to OIE prior to the start of the program; not always the case! • OIE sends registration information to Bursar for release of funds; and • Bursar moves funds to the College for transfer to their various study abroad programs. • Arduous Process to say the least.

3. Why the Change (cont’d)? • Requires Business Managers and Program Directors to work with two separate university offices – OIE and the Bursar, unnecessary redundancy • Timing of the release of tuition return funds to the colleges/programs is inflexible • Timing issues are particularly pronounced for summer programs because they cannot use the tuition funds until the new fiscal year begins

4. New Process!!!!! • Program directors send budget and registration statistics to OIE prior to the start of the program; • OIE will move funds to the College for transfer to their various study abroad programs

5. New Process Deliverables: • OIE Budget Template, completed accurately and 100% (examples are coming up) • New Flat Rate of $275/credit will be used for all programs beginning with Maymester • OIE Stats Report • This is needed for the Open Doors Report, we load these into our database here at OIE.

6. New Process Step 1: • Program Director or designee will prepare and provide OIE a detailed budget for the International Study Abroad Program. • Per the USG Business Procedure Manual 21.1:“The budgeting process for study abroad programs should be based on a reasonable projection of operating costs in the host country, including consideration of projected currency exchange rates.” • The detailed budget must be submitted to OIE at a minimum of 4 weeks prior to departure date. • No tuition funds will be provided to any study abroad program without a completed detailed budget in the format provided by OIE.

7. New Process (cont’d) Step 2: • Program Director or designee will prepare and provide OIE the “Stats” template with all tabs and information completed per the OIE Stats Instructions. • Again, no change from the current process

8. New Process (cont’d) Step 3: • Program Director or designee will request from OIE tuition funds for their corresponding International Study Abroad program. • This request can be in e-mail form and sent at the same time as the required detailed budget. • OIE will review the prior year’s tuition generated from the international study abroad program and send the appropriate tuition dollars.

9. New Process (cont’d) Step 4 : • Business Manager will prepare BA to move funds from OIE to specified pre-determined Study Abroad Tuition account within college. • Please see the document labeled “OIE Study Abroad Tuition Process 01-2014” for details on how to retrieve the tuition funds from OIE. • No Need to Pre-Budget • The budget office has been instructed not to pre-budget for any SA Programs

10. Tuition Excess/Deficit • Excess Tuition Funds – Should be sent back to OIE. • Based on Materiality, variance Explanations will be required within 45 days of program end • Failure to provide adequate explanation will result in lower tuition dollars available for the following year • Deficit Tuition Funds – College will pick up the tab for any shortfalls, OIE discretion to help

11. OIE Responsibilities • Monthly or upon completion of a SA Program, OIE will verify tuition charges and applicable transient fees have been posted to the participants student account • OIE will forward the tuition reconciliation to the budget office adhering to University deadlines • OIE will prepare budget to actual reports for internal use and audit purposes

12. OIE Budget Template Review