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Travel Budgeting Worksheet


 

FACULTY COST**

BUDGET ITEM AMOUNT
Faculty Salary #1  
Salary per credit hour  
# of credit hours  
Travel Study Salary  
Faculty Salary #2  
Salary per credit hour  
# of credit hours  
Travel Study Salary  
Sub-total Faculty Salary  
Fringe (16%)  
TOTAL FACULTY SALARY  
Transportation to Study Site1  
Airfare of Mileage  
Airport or Departure Fees  
Visa Fees  
Airport Parking  
Travel Insurance  
Mileage to Airport  
Transportation at Study Site2  
Airfare  
Airport or Departure Fees  
Train, Bus, Ferry Tickets  
Transportation per Faculty Member  
x number of faculty members  
TOTAL TRANSPORTATION COST  
Housing3  
Cost Per Day  
x number of days  
x number of faculty members  
TOTAL HOUSING  
Food4  
Cost Per Day  
x number of days  
x number of faculty members  
TOTAL FOOD  
Miscellaneous  
Admission Fees to Events5  
Laundry, phone, internet  
Course Supplies6  
Sub-total  
x number of faculty members  
TOTAL MISCELLANEOUS  
EXCURSIONS-SIDE TRIPS7  
Airfare  
Train Fare  
Bus Fare  
Van/Bus Rental*  
Housing  
Food  
Admission Fees  
Sub-total  
x number of faculty members  
TOTAL EXCURSIONS  
TOTAL FACULTY COST  
FACULTY COST  
   

**This will be used to determine the differential tuition rate for this travel study program.

STUDENT COST

BUDGET ITEM AMOUNT
Transportation to Study Site1  
Airfare  
Mileage (if not flying to study site)  
Airport or Departure Fees  
Visa Fees  
Bus/Van Rental to Airport^  
Travel Insurance  
Transportation at Study Site2  
Airfare  
Airport or Departure Fees  
Train, Bus, Ferry Tickets  
Van/Bus Rental^  
Parking^  
TOTAL TRANSPORTATION  
Housing3  
Cost Per Day  
* number of days  
TOTAL HOUSING  
Food4  
Cost Per Day  
* number of days  
TOTAL FOOD  
MISCELLANEOUS  
Admission Fees to Events5  
Course/Program Fees to Local Institutions  
Laundry, etc.  
Honoraria and Tips for Guides, Translators, Liaisons  
Facility and Equipment Rental  
TOTAL MISCELLANEOUS  
EXCURSIONS-SIDE TRIPS7  
Airfare  
Train Fare  
Bus Fare  
Van/Bus Rental^  
Housing  
Food  
Admission Fees  
TOTAL EXCURSIONS  
Emergency Fund8^  
PER STUDENT TRAVEL COST  
Faculty Cost (from preceding page)  
Divided by # of students  
Divided by # of credits per student  
Differential Tuition per Credit Hour9  
Differential Tuition per Credit Hour  
X number of credit hours  
+ university fees  
TUITION PER STUDENT  
Plus  
PER STUDENT TRAVEL COST  
TOTAL COST PER STUDENT  
X number of students  
TOTAL TRAVEL STUDY COST  


NOTES AND EXPLANATIONS (the Coordinator for International Education and the Business Office will assist you in getting some of the information.)

Faculty Salary – If more than two faculty members are accompanying the trip, attach a sheet with the additional salary information.

1) If you are flying to the study site:

  • List the major carriers that fly to that location.
  • Account for the cost of traveling to the US airport especially if a bus has to be rented.
  • If the group is driving to the study site (e.g. US study site) then the cost for mileage or bus rental should be entered.
  • Note that in some countries the total cost of obtaining an entry visa can be as much as $100. We will arrange for applying for entry visas but each student is responsible for applying for his/her passport in a timely manner.
  • Airport or departure fees can vary from $30 per person to 10 cents per person.
  • Travel insurance is offered by various companies.
  • Purchasing an International Faculty ID and the International Student ID can be useful for purchasing reasonable travel insurance and for receiving discounts.

2) For transportation at the study site:

  • Include in your budget the cost of getting from the airport to the study site or the lodging site.
  • Will a vehicle be rented to transport the group around? If so, include the driver’s meals, lodging, and other expenses.

3) In your program description:

  • Describe the types of housing that will be arranged – hotel, dormitory, home stay, camp site, a combination of these.
  • It will be helpful to describe the facilities to help students prepare. (How many to a room, shower facilities, types of toilets, etc.)

4) In your program description, indicate the arrangements for providing meals – cafeteria, restaurant, cooking by group, etc.

5) As part of the program, there may be events that you and the students will attend (e.g. cultural shows).

         You may need to purchase tickets to these events.

         If you are working with a host institution (e.g. a local college or non-governmental organization) they may charged each student a fee.

6) Remember to include the purchase of course materials and supplies.

7) If the trip will include excursions, you should budget for all the costs and decide if these will be optional for students or not.

8) It is always useful to set aside funds for an emergency.

9) Funds to pay for faculty salary and faculty expenses (airfare, housing, etc.) are taken only from differential tuition. None of the funds allocated for “student travel cost” can be used to pay for faculty travel expenses.

These items are typically negotiated for the whole group but for purposes of budgeting they are allocated per student.

If will also be important to let the students know how much they should budget for expenses that are not included above such as snacks, shopping, entertainment, etc.

Last Updated: September 13, 2013

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