Budgets and Program Fees
All UConn Programs are based on Program Fees, not Tuition. In other words, Education Abroad uses a program budget to articulate the projected revenues needed for a program to run and collects those revenues directly from participants’ StudentAdmin fee bills. The funds Education Abroad has to expend on a program are limited strictly to those revenues raised through the program’s budget.
Once Education Abroad publishes a Program Fee online, we cannot increase that fee for any reason. If a leader expends more than they have raised through their program budget, Global Affairs cannot reimburse them for such excess expenses.
Criminal Background Checks
Education Abroad will input an amount (currently $215) to cover a new criminal background check for any employee who has not yet had one. This procedure includes “all Adjunct Faculty, Special Payroll Lecturers, Instructional Specialists, Academic Specialists, Academic Technicians, Clinical Supervisors, Graduate Instructional Specialist, Graduate Special Payroll Lecturer and other titles with teaching or advising responsibilities; or deemed to be in a position of trust (working with minors).”
Receipts and Reimbursements
For all expenses made during a program, except those considered part of a per diem, leaders must retain original receipts or bank statements and document these purchases in an expense sheet. Global Affairs cannot reimburse transactions without a receipt and expense sheet. The receipt must show “paid” or have a zero balance on it. For events or admissions fees, leaders may submit tickets or entry stubs with relevant expenses in place of receipts. For taxis, guest speakers, or other expenses made without a standard receipt, the leader must list all involved parties and their affiliations on a written receipt and the expense sheet. Leaders do not need to submit receipts for per diem expenses if they are included in the budget.
Global Affairs cannot reimburse certain specific expenses, as per Travel Services out-of-pocket procedures. Note that some purchases, like those made at the UConn Bookstore, must be made with a procurement card and cannot be reimbursed. Under no circumstances may Global Affairs reimburse alcohol purchases.
For any tips and gratuities, Global Affairs can reimburse only up to 20% of the pre-tax total as listed on the receipt.
All equipment purchased with program funds remain UConn property. Leaders must return all equipment to the university upon a program’s termination and produce such equipment and relevant receipts upon an audit inspection.
Education Abroad may reimburse leaders for travel expenses that they have booked using personal funds only after a program terminates and only up to the amount listed on the program budget. Otherwise, leaders should ask Global Affairs to book their travel logistics through approved vendors. To reimburse airfare, leaders must turn in their boarding passes with their paid receipts.
Once Global Affairs verifies all receipts and expenses sheets, they will forward it to Travel Services for review. If leaders must return funds, they can cut a check payable to UConn and returned to Education Abroad, U-4207.
Education Abroad encourages program leaders to budget for, and have Education Abroad book in advance, as many program expenditures as possible, including lodging, transportation, activities, and excursions. Education Abroad encourages program leaders to book their travel through Key Travel, UConn’s preferred travel agency; or Enterprise, UConn’s preferred car rental vendor. Otherwise, program leaders may book their own airfare and lodging (including vendors like Airbnb) using personal funds and seek reimbursement after the program terminates.
For any additional expenses not paid prior to travel, program leaders may receive an advance as indicated on their program budgets. Currently, leaders may receive an advance through the Travel Web Form as a direct deposit into their payroll account ten days prior to travel. UConn cannot process these advances as wire transfers. As part of this process, leaders sign a promissory note for advance funds and must return all funds in U.S. dollars to UConn with thirty days of return. Even if leaders entrust these funds to another party, they remain personally responsible for them.