University of Delaware

Institute for Global Studies

ALUMNI Make a Gift

90th Anniversary Study Abroad
OUR HISTORY""

Faculty Finances

Methods of Payment, Deposits and Final Balances

 

METHODS OF PAYMENT: The University pays for study travel expenses in one of four ways, listed below in order of preference:

  1. Credit card
  2. Bank wire transfer
  3. International draft (check)
  4. In-person while you're overseas

DEPOSITS: One to two months before departure, we can pay deposits to your contacts overseas. If your travel agent or partner university requires a deposit, they should email an invoice to your coordinator by the first week of November (winter programs), or April (summer programs). We will make the payment by the end of the month. The invoice should be printed on official letterhead and contain the following:

  • Itemized charges
  • Total amount charged for the group
  • Deposit amount
  • Refund policy
  • Payment due date
  • Currency of the payment (USD or other)
  • Method of payment (credit card, wire, or draft)
  • Name/phone/address of your contact at the institution

If they're requesting payment via a bank wire transfer, the invoice should also include:

  • Account number
  • Name on account
  • Name of bank/branch
  • Bank address/phone number/contact person
  • Routing (Swift) number
  • IBAN (International Bank Account Number)
  • Name and ABA# of the US intermediary bank (Citibank, etc.) - REQUIRED for transactions in USD

FINAL BALANCES: Balances can be paid before or after the group has arrived overseas. Final invoices are due November 1 (winter programs) or April 15 (summer programs). Unlike the deposit invoice, the final invoice must be an original, sent either by post or as an email attachment. Faxed copies will not be paid. The final invoice should contain the same information outlined above.

For final balances, we prefer to pay them during the middle or at the end of the program. In the past, students have withdrawn at the last minute due to death or illness in the family. If their program has paid a large sum in non-refundable balances all of this money becomes non-refundable to the student. The longer that we can hold off with final payments, the more flexibility we can give students in times of crisis.

EARLY PAYMENTS: Some of your contacts requests earlier deposits and final payments. Our policy is to collect enough in student deposits to cover the cost of outgoing payments. If you look at the total amount of deposits that your students have paid ($300, $1800 or $3300), and subtract the cost of the plane ticket, the remainder may be available for early deposits. We do not encourage early deposits, but if they are necessary, this is how we calculate how much we can pay.

 

Cash Advance Information

When the time comes to finalize your cash advance, your program coordinator will contact you to set up a meeting. These meetings take about 45-60 minutes. At the meeting, you'll determine who is taking what money overseas, and for what purpose. Prior to the meeting, co-directors should decide between themselves how they intend to split program funds (i.e. who will be responsible for which areas of the budget.) .

Come to the cash advance meeting prepared with a list of the meals for which you will need to use your per diem (i.e. those not already prepaid, included with your lodging, provided by a travel agency as part of a package, or as part of a planned group meal). The list needs to include the dates and types (breakfast, etc.) of the meals. It is also a good idea to re-read through the Budget FAQ to remind yourself exactly what is considered an allowable expense in each category.

 

After the meeting with your program coordinator, you will be sent an email advising you that a web form needs your attention. Log in via the link provided and approve the cash advance by filling in your name as Traveler and selecting your supervisor (usually office coordinator or assistant to the chair) and the account administrator (Lisa Huber) from the drop down boxes. Until this web form has been approved, your cash advance request cannot be processed. Before departure you will receive your UD/Bank of America cash advance card, loaded with program funds, which we encourage you to test at a local ATM before departing.

 

REMEMBER: Upon returning to the to the U.S., you'll have 30 days to "reconcile" your cash advance. Please do this in a timely manner - if not, the Procurement office will deduct the advance from your UD pay.

 

More About Finances

When you receive a cash advance, the University is entrusting you with its funds. It is your responsibility to account for how you spent those funds within University guidelines. This means that your cash advance monies are subject to the usual rules, regulations, and auditing procedures required by the University Treasurer's Office and the Internal Revenue Service.

The Golden Rule of Cash Advances is simple: Whenever you spend program money, get a receipt that shows the amount you spent. The only thing for which you don't need a receipt is your per diem.

The Corollary to the Golden Rule is: keep up with your financial accounting! Each day, note on the back of each receipt what the expenditure was for and put it in the correct envelope. Keep track of your expenses on the budget spreadsheet or by whichever method works best for you. If you do this, the task of reconciling your cash advance should be much less daunting when you return.

You are only responsible for the money that was cash advanced to you. Therefore, faculty directors should not pool cash advance monies. Cash advances are given to individuals, not programs. Procurement Services will not accept written agreements between co-directors as receipts.

If you pay a travel agency/hotel/school/organization from your cash advance for arrangements for excursions, remember to have them itemize the expenses on their invoice.

Please note this University policy covering travel: University policy does not allow for the reimbursement of purchases of alcoholic beverages, or for any expenses of family members such as hotel, admissions to excursions (museums, theatre tickets), airport shuttles, and meals.

  • Institute for Global Studies  •   Elliott Hall, 26 East Main Street  •   Newark, DE 19716  •   USA
    Phone: (302) 831-2852  •   Fax: (302) 831-6042  •   © 2013