Faculty-Directed Education Abroad Finance Policy

Op5.20 Faculty-Directed Education Abroad Finance Policy

The Office of Education Abroad abides by the university’s Travel Regulations.

The program proposal is submitted to the Office of Education Abroad after the academic portion of the program proposal is approved by the program director’s department head/school director and dean (academic unit leaders). The director’s academic unit leaders are responsible for a general review of the budget. (The Education Abroad Accounting Specialist conducts a thorough review of the budget, per University guidelines, so the final review and approval is not dependent upon academic unit leaders.) The program director’s costs are funded equally by program participants, except for personal expenses unrelated to the program, which are funded by the program director.

A program director may include travel insurance in their budget as that insurance mitigates loss from canceled programs. This insurance for academic programs is distinct from personal travel insurance as listed in Op8.22-3.

A program fee may be increased by 10% after the published fee if international currency exchange rates, airline fees, or other travel costs increase in a manner that was unpredictable. The director of the Office of Education Abroad must approve any increase to the program fee. Program fees may not be increased due to low enrollment in the program.

If an Office of Education Abroad program is canceled by the University, participants will receive full refunds. Non-refundable airline tickets are an exception, as each participant owns their ticket. The International Programs Academic Experience Fee is non-refundable, per BOG fee resolution.

Any participant withdrawing after the application deadline, but prior to the below schedule, is liable for 15% of the program fee, the International Programs Academic Experience Fee, airfare purchased, and any non-refundable costs.

Up to 60 days before departure, students are liable for 15% of the program fee, the International Programs Academic Experience Fee, airfare purchased, and any non-refundable costs.

From 59 to 30 days before departure, students are liable for 30% of the program fee, the International Programs Academic Experience Fee, airfare purchased, and any non-refundable costs.

From 29 to 15 days before departure, students are liable for 50% of the program fee, the International Programs Academic Experience Fee, airfare purchased, and any non-refundable costs.

If students withdraw 14 or fewer days before departure, or after departure, no refund is provided.  Student is responsible for the full program fee.   

The application deadline is the last day that any student is permitted to submit an online application to the program. 

Participants who do not pay the program fee by the deadline (or do not show proof of forthcoming financial aid or scholarships) will be withdrawn from the program and will be liable for 15% of the program fee, the International Programs Academic Experience Fee, and any non-refundable costs.

Faculty-Directed Education Abroad programs are intended to be financially neutral.

Program Directors are required to complete the program SET and Non-SET reports within two weeks of the program’s conclusion, abiding by Travel Reimbursement policy Op8.22-6. If complimentary goods or services were provided during the program, e.g., free lodging or airfare, the program director must report those items on the program expense report for accurate reconciliation.

The Office of Education Abroad calculates the average cost per participant after the expense report is completed. If the program funds allow a refund of more than $100 per participant, the Office of Education Abroad will refund that money to each participant. If the refund is $100 or less per participant, those funds will be transferred to an emergency response fund.