 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: mLeaderHandbook pdf mLeaderHandbook pdf

 New budget form made easier for you!  Faculty-Led Budget Worksheet Faculty-Led Budget Worksheet

 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.

 While planning your budget please consider most efficient methods of payment: › Pre-Paids › Travel Advances › Visa Travel Card › Other Expenses Outside of Travel Dates

 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

 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

 Check › Allow 2 weeks for complete processing › Itemized invoice required for payment › Will need complete mailing details:  Payee Name  Address

 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 request to Jessica Hurst including:  Total amount  Breakdown of above total amount › Direct deposited no more than 7 days before departure  request of advances must be submitted to Jessica Hurst at least 1 month prior to departure!

 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

 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

Deposits “All deposits are $225.” Program Fee Charges “Balance of charges will be placed on students’ account.” Financial Aid “Students that are eligible for Fin. Aid can use it for their Education Abroad Program.” Program Fee Payments & Deadlines “Students can pay online on SEANET or in person at the Cashiers Office with cash or check.” Refunds “All program deposits are non-refundable, unless student is not accepted or the program is canceled.”

DeadlinesTask 9/30/2013Spring Break Financial Orientation 10/8/2013Spring Break Financial Orientation 10/21/2013Spring Financial Orientation 10/30/2013Spring Break Financial Orientation 10/31/2013Spring Financial Orientation 11/13/2013Spring Financial Orientation 11/25/2013 – 12/13/2013Individual Spring Break Budget Meetings 1/6/2013Recommended Spring Break Final Budget Due 1/13/2013Spring Break Final Budget Due 1/31/2013Final Spring Break Student Payments Due 2/14/2013Final Date for all Spring Break Payment Requests 2/24/2013 – 3/14/2013Individual Spring Budget Meetings 3/14/2013Spring Break Reimbursement Due to OIP 3/17/2013Spring Final Budgets Due 4/11/2013Spring Final Student Payments Due 4/25/2013Final Date for all Spring Payment Requests

SUMMER STUDY ABROAD FINANCIAL DEADLINES REQUIRED TASKDEADLINECOMMENTS Schedule and Complete Budget Meeting with OIP9-11 Weeks Prior to Departure Final Budget Completed and Due to OIP8 Weeks Prior to Departure Final Roster of Students Due to OIP8 Weeks Prior to Departure Final Applications Due to OIP8 Weeks Prior to Departure Student Payments Due via Student Accounts5 Weeks Prior to DepartureUnless invoices need earlier payment Final Payment Request Due to Jessica/OIP4 Weeks Prior to Departure Final deadline for payment received prior to arrival. Please see 'Payment Schedule' for earlier deadlines.

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

 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 Spring/Spring Break Financial Deadlines  Summer Financial Deadlines Summer Financial Deadlines  Payment Schedule Payment Schedule