Preliminary Budget: The budget worksheet you submit with your study away proposal is designed to assist you in developing your program budget. This budget is subject to change; however, it is important that this budget be developed with an eye towards true-cost. The budget will be reviewed by the Study Away Committee as they consider your program proposal. You should discuss any questions or concerns with the Assistant Dean for Study Away before submitting your proposal. An in-depth budget meeting will be scheduled with the Assistant Dean once your program has been approved.
The budget worksheet includes common budget categories and is designed to assist you in developing your program budget. Your program may have other budgetary needs, or may not have some of the needs listed. In general, the budget worksheet is designed to capture and distinguish between the variable costs and fixed costs for the program.
In calculating the total budget cost per student, fixed costs must be allocated evenly per student participant. The budget worksheet provides instructions for calculating these costs and can assist program directors in understanding the budget implications of taking fewer or more students.
Salaries of adjunct instructors associated with the program must also be included in the budget as fixed costs as per guidelines for Adjunct Compensation on Study Away. Program directors should consult with the Assistant Dean for Study away for these rates and amounts, if applicable.
All programs travelling outside the U.S. are required to carry comprehensive study away health and evacuation insurance for each student and faculty member as determined by our office.
Daily per diem rates may differ from country to country but if the program plans to allocate or distribute funds to students for daily meals, they should try to stay within the prescribed $30/day as per Furman policy 160.1.
Budget Meetings: After the Chief Academic Officer has approved the complete slate of study away programs for the following academic year, the Study Away office will schedule individual meetings with program directors to discuss pending details of the program and particulars on the budget. At which time the program directors and the Assistant Dean for Study Away will mutually agree on a target dollar amount for the program budget.
Budget Adjustments: Any adjustments to the program budget must be discussed with and approved by the Assistant Dean for Study Away prior to travel.
Program Expenses/Payments: All study away program payment requests (invoices, checks, and wire transfer requests) should be sent to the Study Away Office, either through campus mail or by email. If you have questions about a payment or would like an update on what you have spent, please contact the study away department assistant.
Cash Advances: A reminder that cash advance requests can take up to two weeks to process. If you plan to take cash with you, please submit a Cash Advance Request form to the study away office. If there is more than one faculty on your program, each person can request a cash advance, however, funds should not be co-mingled. Each person's cash advance must be reconciled separately upon your return.
TAP Card: If you do not have a TAP card, you should submit a signed copy of the TAP Card Request Form to the Study Away office well in advance of your travels. It takes 2-4 weeks to process these requests and receive a new card.
Budget Reconciliation: Maintaining scrupulous accounting records and receipts for purchases through the program will be critical, as you'll need to account for all expenses and reconcile your cash advances, TAP card purchases, and your budget upon return. Cash Advances and TAP card charges need to be reconciled by providing receipts and an itemized list of each expense, the purpose of the expense, and the dollar amount in U.S. currency to the study away office. Cash advances and TAP card purchases must be reconciled within thirty days of return from the program.
The overall reconciled budget must be presented to the Assistant Academic Dean for Study Away. Total expenses for the program should be equal or less than the approved budget for the program. Program directors should provide a list of all expenses and a written explanation for any discrepancies between your approved budget items and your actual expenses. An excel chart listing each expense is ideal. Include an average exchange rate for receipts in local currency. A follow up meeting may be scheduled if there are questions.
Faculty Development Grants: Our faculty development grants are designed for faculty members leading study away programs. Typically, these grants supplement travel, but faculty have also used them to develop a new program or improve an existing one. These grants are usually between $200 and $700 and, in many cases, faculty will pursue funding from other sources in addition to our grants
To apply, make your request on a department
letterhead to the assistant academic dean for study away. Make sure you
include the purpose of your travel, the dates, proposed outcomes, any
other sources of funding, and the amount you're requesting. We'll
share your information with the Study Away Faculty Committee for
If your grant request is accepted, you'll need to write a short report
outlining your expenses, how the funds were used, any planning you've
done toward offering a study away program or improving an existing one,
and the proposed dates and semester the program will be offered. You
should submit your report to the assistant academic dean for study away
within three months of your travel or development program.