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Study
Abroad Home : Faculty : Faculty-Led Programs Abroad
Preparing a Budget for Your Program
Your program proposal must include a preliminary budget. The budget worksheetincludes all items that are part of the program cost. A budget addendum must be attached to detail items on the worksheet. Based on your preliminary budget, International Programs and Services (IPS) will work with you to finalize a viable budget for your program. The program fee is based on faculty, student, program, and administrative expenses as follows:
- Tuition and Special Session Overhead
Tuition for all faculty led programs is $250 per credit hour.
Faculty-Led Programs are 100% self supported; salaries of the faculty and the faculty travel costs are paid through the tuition dollars generated by the program.
Faculty salaries are based on the CSU Salary Schedule Class Code 2322, “Instructional Faculty – Special Programs”. Consult this salary schedule to determine the rate per unit based on the number of students you plan to enroll.
- Student Expenses
Direct students expenses include housing, meals, excursions, in-country transportation, class materials, etc. Additional expenses must be accounted for and itemized.
Student health insurance has already been arranged with a vendor for a group rate that covers both students and faculty. This expense is already part of the budget and cannot be deleted or altered. Students are welcome to purchase additional travel/health insurance but it may NOT take the place of the prepaid policy.
*** Please note*** we do not arrange or charge the students for group airfare. STUDENTS ARE RESPONSIBLE FOR THEIR OWN AIRFARE – IT IS NOT INCLUDED IN THE PROGRAM FEE THAT THEY PAY TO SJSU.
- Faculty Expenses
Faculty expenses include housing, per diem (please use the university rate of $57 per day), airfare (economy class ticket only), insurance, and incidentals. Student-generated fees will pay for faculty expenses.
Programs that have more than 20 participants may require a faculty assistant. Faculty assistants are SJSU employees or graduate assistants and are not compensated above the cost of travel, accommodations, and per diem expenses. If a faculty assistant is required you must add this to the budget worksheet.
- In Country Expenses
These expenses include all costs incurred while in the country of the program including foreign guest lecturers, foreign institutional costs, ground travel, events, and excursions.
To calculate your program expenses you will need to check the exchange rate of the country you are traveling to. Currency converters can be found at http://fxtop.com/ and http://www.xe.com/ucc/
Based on the exchange rate, enter your expenses in US dollars for foreign lectures, foreign institutional costs, ground travel, event, and excursions. As exchange rates fluctuate, you will need to revise your budget to reflect these changes before you depart.
When using overseas agencies to make excursion arrangements, provide as much information as possible about the types of expenses and the specific expenses for these services.
- Administrative Expenses
Administrative expenses will cover everything you need to prepare for your program including marketing costs, photocopying, postage, international phone calls and faxes, supplies, etc. We recommend that you keep your marketing expenses to a minimum.
- Total Program Expenses
Based on the student, faculty, in country, and administrative expenses, the total program expenses will be calculated automatically at the bottom of the worksheet.
- Total Program Cost Per Student
The final category on the worksheet shows the per student cost of your program including:
- Tuition: This is automatically transferred from the top of the worksheet based on $250 per credit hour.
- Program Management Fee: This is a set $200 per student fee to cover administrative overhead for the IPS and Study Abroad Offices.
- Expenses: This is automatically calculated based on the total program expenses divided by the total number of students you anticipate to enroll.
Strategies to lower the costs per student are as follows:
- Enroll more students.
- If the program will take place in a country with a lower cost of living and you will not need the normal per diem, charge the students a lower per diem amount.
- Reduce or eliminate excursions.
- Work with a partner/host institution to see if they can house the group on their campus for free.
- Stay in youth hostels instead of hotels.
- Find more cost effective alternatives for marketing the program.
- See if your college or department will provide scholarships.
- Start fundraising!
- Tracking Expenses and Reconciliation
You will need to document every expense so that the program’s accounts can be reconciled upon return. Create an expense journal and keep all receipts. Upon return, faculty will work directly with IES Finance to reconcile expense in association with SJSU Procurement Services policies and guidelines.
IES and IPS are not responsible for program deficits arising from over expenditures.
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