Budget Information for International and Domestic Travel
  • Budget Information for International & Domestic Travel

    A printable PDF version of this information is also available.

    A Budget Proposal Form (PDF) must be attached to the Study/Tour Program Proposal form when it is submitted to the supervisor for approval. Important Points for Preparing Your Program Budget

    Academic Credit

    Granting credit is an academic issue, however, if credit is given that implies that a student is registered. (Make certain the student is registered for the credit!) The per credit charge should be consistent with the on-campus per credit charge.

    Over-Run of Costs Above Revenue

    If it is anticipated that the expenses will exceed revenue, it needs to be established which department and budget line will be subject to a budget re-allocation to cover those expenses, otherwise it will be necessary to seek prior written approval from the Provost that this program has been sanctioned knowing that a deficit will occur. The budget implications of the latter scenario will be handled at the VP level. Contact the office of Resource Management, usually the Director of Accounting Services, if a budget re-allocation becomes necessary.

    Setting Up an Account Issues

    Contact the Director of Student Accounts to establish the best way to charge students and to facilitate the collection of deposits and program costs. You will also be asked to establish a refund policy for tuition and program costs. (Financial Aid does not apply to short-term study/tours)

    Establishing Account Numbers

    Contact the director of accounting operations to establish a revenue account number and a departmental expense number. You will also be asked to identify the likely object codes to be used.

    Expenses Before Revenue

    If expenses occur before revenue comes in, contact the Director of Accounting Operations to discuss the need to treat these as pre-paid expenses.


    Finances for "Tours" where parents or other non-university personnel may attend present particular problems. Usually the travel agent that is used will handle the non-university accounts.

    Important Information for Handling Finances for a Study/Tour

    Set deadlines. Participants need dates for deposits and travel arrangements.

    Understand the refund policy before any deposits are accepted. Since the university refund policy is calculated on a semester basis, it is necessary to be explicit about what the refund policy will be for this shorter study/tour.

    Get your cash advances. Make certain that the finance office has at least 5 working days to cut a check.

    Create a daily log of expenses. A small spiral notebook is handy; date each page and attach receipts at the end of each day. CAUTION - it is difficult to keep track of receipts if the coordinator does not have a plan!

    Prepare a Travel Expense Report. This may be submitted electronically, but actual receipts must be submitted to the finance office.

    Plan for payments during program. Some areas will not take credit cards or traveler’s checks. Be prepared to have sufficient local currency. ATM machines are especially useful in most parts of Asia and Europe and often have the most advantageous exchange rate.