Topics:
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.