Program Leaders Training Modules: Financial Matters

1. Program Leaders Training Modules: Financial Matters Presented by The Office of International Programs

2. Financial Matters 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.

3. Program Budget Education Abroad Program Budget All program-related expenses should be included in your program budget. It is important to update the initial budget submitted to OIP based on changes to program dates, features, shifting currency conversions and anticipated enrollments. OIP cannot charge program fees to students, nor process pre-pay and advance requests, until a budget marked “final” is submitted. Feel free to schedule an appointment with Jessica Hurst, OIP Business Officer (hurstj@uncw.edu), to seek assistance with budgetary alterations or issues.

4. Program Budget Consider how all expenses in your budget can be most effectively handled. Methods of payments including, pre-paids (bank drafts, checks, and wires), travel advances, UNCW Visa Travel Cards, Approved UNCW Travel Agency, for use abroad, will be outlined in this presentation.

5. Travel Authorization A Travel authorization must be set up for all faculty accompanying programs and will be done via E-travel by OIP. In order for OIP to set this up, you will need to fill out a Travel Authorization Set-Up for Education Abroad Program Leaders. Only one program leader may receive travel advances for group expenses. All group expense receipts must be submitted by this individual.

6. Airline Ticket Purchase You may arrange the purchase of your airline tickets for your program through one of the three following ways: Contact one of the travel agencies designated by the Travel Office (http://www.uncw.edu/ba/finance/Travel/travel_agency.html) and, have them forward an itinerary with price to Jessica Hurst and she will process through E-travel for purchase. Purchase through any ticket vendor, including on-line services, and seek reimbursement upon completion of the program. This receipt must be turned in with all other program receipts upon returning from trip. Purchase through any ticket vendor, including on-line services, and charge to the UNCW Visa Travel Card. If you have personal time on your itinerary, please provide a comparison flight with the program related dates only.

7. Travel Advances

8. Pre-Payments • Personal Reimbursements • If you purchase anything before the trip, whether it be food for a recruitment party or gifts for individuals at the host institution, receipts will need to be turned in within 30 days of purchase.

9. Visa Travel Credit Card Program leaders can request a Visa Travel Credit Card. If the program leader does not already have one, the request must be made no later than six weeks prior to your departure by submitting the Visa Travel Card Application in E-Travel. Benefits A Visa Travel Credit Card will allow you to prepay lodging, rental cars, airfare, and registration without having to worry about requesting checks or carrying huge amounts of cash. Plus if paying with the Visa Travel Card this would reduce the amount of fees the program would have to pay for prepaid check request. It may also help you avoid incurring out-of-pocket expenses and having to seek reimbursement. This card is active before during and after your trip. Considerations Be aware that transactions made outside the United States will incur fees of .8% (US dollars) and 1% (foreign currencies). A mandatory Visa Travel Credit Card training is required for new UNCW travel credit card holders. This will need to be arranged well before your departure through Laura Gore in the Travel Office. The Visa Travel Card should only be used for expenses for the cardholder (program leader) and the group of students that are included under their travel authorization. Only registration, lodging, rental cars and airfare expenses should be charged to this card.

10. Credit Card Program leaders can request a International Purchasing Card(P-Card). These cards will only be active for the travel dates of the program. These requests must be made no later than six weeks prior to your departure by submitting the Purchasing Card International Use Agreement Form. Benefits A International Purchasing Card will allow you to pay all variety of vendors, hotels, etc, for group expenses without having to worry about requesting checks or carrying huge amounts of cash. It may also help you avoid incurring out-of-pocket expenses and having to seek reimbursement. If preapproved it can be used in ATM machines for cash advances. Considerations Be aware that transactions made outside the United States will incur fees of .8% (US dollars) and 1% (foreign currencies). Cash advance fees are 3% with a minimum fee of $5.00. Such fees need to be included in the program fee budget. A mandatory international purchasing card training is required for new UNCW International Purchasing Card holders. This will need to be arranged well before your departure through Kim Reardon in Purchasing. Credit Cards are not to be used for the faculty member’s per diem, meals, or local transportation. A mandatory debriefing meeting with OSP, Travel Office, and Purchasing will occur after the program leader returns from the trip.

11. PROGRAM FEES

12. Domande ερωτήσεις ? Preguntas 質問 Questions ? ? Fragen Vragen вопросы 질문 Contact Jessica HurstAnika Nathan