:: Faculty Handbook ::
Budget and Financial Issues
The Program Coordinator will create the budget when the program is being planned. The budget is submitted with the program proposal and is endorsed by the IEP Director, Director of Contracts and Procurement, Vice Provost for Academic Affairs, and the Provost. If there is an administrative fee charged to students to maintain a self-supporting program, the fee has to be brought before Campus Fee Advisory Committee for approval before the program proposal is submitted.
The International Education and Programs Office will determine the fee charged for each program in consultation with the Resident Director. Negotiations for airfare, accommodations, ground transportation, host university fees and all other program expenses will be handled by IEP and will comply with Cal Poly policy and procedure.
Programs that are not supported by a service provider (California Maritime Academy is considered a provider since it collects money for the cruise) have a budget that is maintained by the Program Coordinator at Cal Poly and the Resident Director on site. The students pay a comprehensive fee, which covers round-trip airfare, language lessons, cultural excursions, host university fees, and accommodations.
The Program Coordinator (PC) will plan the budget based on student enrollments and vendor costs. The PC manages the overall budget while the Resident Director (RD) will maintain the budget for on-site costs. The RD partners with PC in planning the budgets before departure and then makes payments, keeps records and manages the budget while in the field. The on-site costs include student and faculty housing, transportation, host university fees, cultural events, guest lecturers, and other miscellaneous costs to support the program. It is a real challenge and major responsibility to keep records clear and understandable for auditors.
Resident Directors will use a budget workbook, which includes a complete summary of the budget, daily expense log to account for expenditures and a filing system for receipts. The workbook will be reviewed with the Program Director before departure and returned with a budget report upon return.
Faculty receive a per diem and a miscellaneous expense stipend with guidelines that are decided by the program advisory committee. A Travel Request Form will be filed through IEP for each faculty member. A Travel Claim form should be submitted within 10 days of return date of trip.
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