Financial Information for Study Abroad Program Leaders

1. Financial Information for Study Abroad Program Leaders Presented By: Jessica Hurst (OIP) Laura Gore (Travel)

2. 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

3. 2013-2014 Redesigned Budget Form • New budget form made easier for you! • 2013-2014 Faculty-Led Budget Worksheet

4. 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.

5. 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

6. 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

7. 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

8. Program Budget – Pre-Paids • Check • Allow 2 weeks for complete processing • Itemized invoice required for payment • Will need complete mailing details: • Payee Name • Address

9. 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!

10. 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

11. 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

12. Program Fees

13. Spring Financial Deadlines

14. Summer Financial Deadlines

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

16. 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

17. Fellowship Travel International