Finance Preparation for Study Abroad Courses:
Budget Considerations, Cost Center Setup, Student Financial Aid

I. Budget and Cost Center Setup

In order to ensure course charges are appropriately implemented and that student payments are credited to the appropriate account, it is important to set up a program budget in advance of any financial activity . Directors should work with their school/college budget manager for this process.

1. Set up a program cost center: Complete a Request for New Agency Fund form.
2. As you incur expenses for the program, you will be able to request reimbursement according the SU policy for travel and check requests. These forms are available on InSite under the Controller’s section.
3. Be sure to keep accurate records of your expenses before, during and after your program so that you can request reimbursement. It is suggested that you keep a written record of the small expenses you incur while on-site for which you may not have receipts (ex. Tips, taxi fares).

II. Student Billing

1. Set up student billing fees: Complete the Study Abroad Student Course Fee Billing Request form to declare participants’ program and deposit costs. The signed form must be turned into Gina Lopardo, Education Abroad Program Specialist, by February 6th.   It will be reviewed and submited to Enrollment Services to set up billing.  The collection of program deposits and fees cannot begin until this form is completed and returned to Enrollment Services.
2. Participants should be informed of which deposit option you choose: to have them collected in your department or to have the students’ accounts charged. Either option can be declared on the Study Abroad Student Course Fee Billing Request.
3. Once Enrollment Services receives the Billing Request form, the program fee will be attached to the course and the students’ accounts will automatically be charged through course registration. All students must be manually registered into your course.
4. The funds collected through the student billing process will be credited to the cost center established for the course.

III. Student Financial Aid Budget

This form is used to calculate the total amount of funds participants will need to consider when completing financial aid requests. Expense considerations include the program fee, tuition (if applicable), transportation, passport processing, etc. The completed form should be forwarded to Gina Lopardo (EAO). Student Financial Services will use it to determe students' eligibility for aid.

Related Documents

Course Budget Builder