Financial

Administration

for

Study Abroad

01

Welcome!

We appreciate your

commitment!

02

Agenda

• Brief Overview • Procurement • Pre-Departure • While Abroad • Post Travel • Q & A

Initial Budget

•Due: September 15th (of year prior to trip)

Student Recruitment

•Fall (of year prior)- Winter-Spring

•Announcements in class; posters; etc

Study Abroad Fair

•Early Spring

Finalize Student Enrollment

•March 1st

Revisit Budget

•Meeting with the Clemson Abroad office is required if there are substantial variances from first budget

•IE - Enrollment, Airfare?

•March 1st

Finalization of Budget

• Early March

Documentation of Expenses

•While Abroad

Expense Report/Budget Reconciliation

•Expense Report due ON an Expense Report (not just a handful of receipts, etc.)

•Expense Report due 2 weeks AFTER program ends

Faculty-Directed

Programs

Budget Cycle

04

Development of a Budget

• 1st Round - You’re Done! • Forms Revision in Process • Submit Thoughts • Separate Training Session

01 05

Budget Deadlines

New Programs Term of Program

Due Date for Budget

Items to be Included*

Spring January 15th of year prior to travel

-Budget -Program Proposal -Signatures

Summer May 15th of year prior to travel

-Budget -Program Proposal -Signatures

Fall September 15th of year prior to travel

-Budget -Program Proposal -Signatures

Renewal Programs Term of Program

Due Date for Budget

Item to be Included*

Spring May 15th of year prior to travel

-Budget

Summer September 15th of year prior to travel

-Budget

Fall January 15th of year of travel

-Budget

01 06

Clemson Abroad Budget Worksheet

Tuition Revenue?

Program Fee?

Instructional Costs?

Student Pays?

07

Procurement & Travel

Issues

Mike Nebesky, Director of Procurement

Procurement Highlights

Signing Contracts

Bids/Quotes vs. Sole Sources

International Suppliers

Student Travel and P-card

Signing Contracts

Procurement Contract is any contract where there is a financial or potential financial gain for either Clemson or a 3rd party based on what each party agrees to do in the contract

Any Procurement Contract >$2500 in value, or potential value, must be signed by the Procurement Director

Bidding

Contracts <$2500 – no bids required

Contracts $2500-$10K – require 2 other price references or other justification that price is fair and reasonable

Contracts >$10K need to be bid out

Exemptions - resale

Sole Sources – ONLY source vs “best” option

International Supplier

2-Step Registration Process – online and W8 submittal

Payment in US Dollars only

Student Travel & P-card

Follows same basic rules as employee travel

Travel agents or similar – must follow procurement rules

P-card can be used when paying student travel exepenses – treat as any other business expense, but follow p-card rules (limits, receipts, etc…)

Work with P-card Administrator to “open up” p-card prior to international travel

Questions

http://www.clemson.edu/finance/procurement/

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Third Party Vendors

• Local Expertise • Know Alternate Sources • Lessens Your Logistics Load

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Billing

• Contracts Purchase Order • Purchase Order Funds

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Billing • Student Financial Services (SFS) To best serve the Clemson University community, we strive to make student billing and payment information clear, accessible, and seamless to our students, families, faculty, and staff. During business hours, the Student Financial Services counselors are available to assist you by email, phone, or in-person visits.

• SFS bills Program Fees, Tuition, Other Fees

• SFS Set Dates

• SFS handles collections

• 1st & 2nd Deposits

Program Fee

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Tuition

Program Fee vs. Tuition

Student Related Expenses

Course Delivery & Professor Expenses

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Program Fee vs. Tuition

3. Determine Program Fee

Variable Expenses (will vary with participants) # of students 12

Transportation - Air, rail, etc. $0 $0

Airport departure taxes (if applicable) $0 $0

Local Transportation 540 € 1,500 € $221 $2,652

Housing, instruction, etc. 508 € 120 € 140 € $998 $11,981

Group meals $0 $0

Insurance $39/month $39 $468

Entrance fees $0 $0

Emergency/contingency funds $175 $2,100

Total Variable expenses/student $1,433 $17,201

Tuition surplus/shortage allocated $263 $3,155

Program Fee $1,170 $14,046

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Program Fee vs. Tuition

2. Determine Minimum Enrollment number A program can run if instructional costs are covered Per student Total

Number of students 1 12

**Tuition Return/student Undergraduate $6,298 $6,298 $75,576

Additional revenue (tuition, program fees, etc.)

Fixed Expenses (will not vary with number of participants)

Faculty/Assistant Salary $10,000

Faculty/Assistant Fringe (% of salary) $2,820

Faculty/Assistant Airfare $1,200

Faculty/Assistant Housing $1,750

Faculty/Assistant Meals $714

Faculty Entrance Fees (tickets, admissions, excursions) $250

Other Faculty costs (insurance,vaccinations, visa, etc.) $39

Other fixed costs (charter bus, etc.)

In country professor, classroom, supplies $6,050

Total Fixed Expenses $22,823 $22,823

Minimum enrollment (Instruction Cost/Tuition) 4

Tuition revenue $52,753

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Refund Policy

• CU Policy

• 3rd Party Policy

• Drops Impact Budget

01 21

http://www.clemson.edu/studyabroad/finance.html

Refunds

01 22

Student Refunds

Refunds

Pre-

Departure

04

24

Foreign Travel

Authorization Form

• CU Requirement

• Some Colleges Page 2

01 25

Foreign Travel Authorization

Process Time: 2 weeks

Trip Info

Project Code & $

5 Signatures

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Airfare

• Follows Procurement Rules

• Over $10K Bid Out/1 Month

• Students Pay Direct

• Foreign Travel Authorization Prior To Professor’s

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Travel Advance

• Online Form

• Based on Out of Pocket

• Pay Card or Deposit

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Travel Advance

EXTRA STUFF HERE???

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Final Check

• Enrollment Set

• Final Budget Review

• Program Itinerary

• Travel Schedule

While

Abroad

04

SUB-TITLE

31

Your Budget While Abroad

Monitor: • Lodging

• Transport

• Food

• Other

SUB-TITLE

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Organize Expenses

Every Evening: • Translations/Conversions

• Travel Logs

• Receipt Envelopes

• Receipt Book

01 33

Foreign Travel Expenses

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International Travel Expense Log GROUP STUDENT LOG

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International Travel Expense Log FACULTY LOG

SUB-TITLE

36

Receipts

• Contain Vendor Name, Amount, Description, Date, Time

• Itemized for Meals

• Write US$ Conversion (or Log)

• Submit Originals

• Record on Log

• Hold in Envelopes

• Attach to Letter Paper (with expense report)

Allowable Expenses

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Non-Allowable Expenses

Expenses: Allowable vs. Non-Allowable

•Student hotel lodging charged to p-card •Student food charges while traveling to p-card •Airfare •Ground transportation •Lodging •Currency conversion fees •Bank fees for foreign transaction fees •Group meals •Group excursion tickets •Pre-paid phone cards or pay as you go phones

•Purchasing faculty airfare on personal card and requesting reimbursement before travel •Non-essentials: movies, bar bills, laundry, room service, health/spa fees •Alcohol (for you, other faculty, nor guest speakers, or students) •Expense of any kind for friends and family •Individual student expenses, i.e.: over the counter medicine, •Reimbursement to student for lost/stolen items or money •Personal expenses of any kind: clothing, grooming/hygiene items, personal entertainment, jewelry, etc. •Repair or replacement personal equipment, ie: camera, phone, computers •Faculty hotel lodging charged to p-card •Airport shuttle to ATL/GSP/CLT charged to p-card*

SUB-TITLE

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Per Diem • Set By Government

• Exclude for Group Meals

• Program Budget may Limit

• No Receipts Required Clemson Per Diem: http://www.clemson.edu/finance/procurement/travel/employeeguidelines.html Foreign Per Diem: http://aoprals.state.gov/content.asp?content_id=184&menu_id=78 Per Diems should be submitted on the Foreign Travel Worksheet: http://www.clemson.edu/finance/procurement/travel/forms.html-

01 39

Foreign Travel Expenses (for Per Diem)

SUB-TITLE

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Family on Trip

• Recommendation – No

• Connect Before/After

• Your Time

• Separate Expenses

SUB-TITLE

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Salary Rates

Based Upon: • Your Contract

• Department Chair

• Budget Restrictions

• Not Set by CA

• Account String to HR

Rep

Post

Travel

04

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Expense Submission

• Original Receipts on Letter Paper

• Separate by Category

• Foreign Travel Expense Form

• No Alcohol

• Travel Logs

• Due in 2

• Splitting Fiscal Years

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Foreign Travel Expenses

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Budget Reconciliation

• After Final Expenses

• What’s a P&L?

• Actual vs Budget

• Excess Funds

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Q & A

• Questions?

• FAQ’s Coming Online

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Special Thanks To:

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THANK YOU!

Need more info? Contact: www.clemson.edu/studyabroad

Regina Foster AAH: rkomo@clemson.edu Sallie Turnbull BBS: sbromby@clemson.edu Ralph Herden (Fiscal Manager): rherden@clemson.edu Caroline Cox (Program Manager): calex@clemson.edu Uttiyo Raychaudhuri (Director of Clemson Abroad): uttiyo@clemson.edu