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Creating a Budget

One of the biggest challenges for faculty leading their own study abroad program is preparing the budget. All CSUSB-led programs run at-cost. Students pay a "Program Fee" that covers designated expenses like accommodations, transportation, and activities listed in the itinerary. Students pay separately for tuition, airfare, and other out-of-pocket expenses associated with participation. 
 

How Do I Create a Program Budget?

To get started with your program budget planning, use our budgeting worksheet.

 

What Costs Do I Need to Provide?
In preparing your program budget, you will need to provide good-faith estimates for all program expenses, for example:

  • Accommodations in a clean and safe location (typically double occupancy)
  • In-country transportation (bus, train, flights, charter vehicle, etc.)
  • Excursions (entrance fees, tour guides, permit fees, etc.)
  • Classroom space rental (if applicable)
  • Speaker fees for guest presenters, tour guides, and similar
  • Program Director(s) lodging, meals, and other in-country expenses
Some Program Directors additionally budget for a welcome and farewell group meal, and some or all other meals as a part of program fees. Third party logistics providers will also, on occasion, include the cost of participant airfare in their fees. In most cases, international airfare is not included in program fees and students are required to secure and purchase their own roundtrip flight. 


How is the Program Fee Determined?

CSUSB-lead programs run on a break-even model. Each participant is charged a "Program Fee" that is calculated by dividing the total expected program expenses by the total minimum number of participants. Typically, the Education Abroad Office supports programs with program fees between $2000 and $3000 per student (without airfare). Program fees above $4000 are discouraged.

 

What is a Third Party Provider?

Many CSUSB-led programs are organized in partnership with an Independent company called a "third party provider" that provides logistical support. The faculty or staff member proposing the program identifies the third party service provider they wish to work with and obtains a program proposal that includes an itinerary, list of inclusions, program fee, and terms of payment and cancellation. A formal agreement is negotiated by the Education Abroad Office after the program has been approved.

All third party service providers are required to carry a General Liability Insurance Policy in amounts determined by the Chancellor's Office. Said policy shall be issued by an insurance company that maintains a rating of A.M. Best: A VII or equivalent. The provider shall be responsible for payment of all premiums on said policy. Any coverage maintained by CSUSB shall be excess of the provider’s insurance and shall not contribute with it. The policy shall also be endorsed to waive right of recovery (waiver of subrogation) against CSUSB.
 

Can I partner with an International University?

The College of Extended and Global Education (CEGE) has established formal partnerships with many universities around the world. In some cases, these partners can help to coordinate logistics for CSUSB-led programs, including classroom space, accommodations, instruction, and assistance with connecting to guest speakers or local businesses, clinics, or government offices for site visits, service learning, and internships. The faculty or staff member proposing the program works directly with the College of Extended and Global Education (CEGE) to identify potential partner institutions, initiate discussions, and execute agreements. 
If you wish to work with a partner institution, set up an appointment with the CEGE Associate Dean of the Center for International Studies and Programs. 
 

Am I Entitled to a Per Diem?

Program leaders’ travel, accommodations, and on-site program related expenses are covered by participant-generated program fees, and therefore must be based on actual on-site costs that are reasonable and economical. U.S. Department of State Foreign Per Diem Rates are intended to be an “up to” amount and are not a guaranteed amount. CSU policy additionally dictates that travel expenses can be reimbursed only where they are ordinary and reasonable, not extravagant, and where they are necessary to conduct official university business.
 

How does the Accounting Work?

Many program expenses can be paid for directly through the Education Abroad Office. For C-card and anticipated out-of-pocket program expenses, the Program Director(s) can request a cash advance (see the Travel Advance Policy for more information).

A full accounting of expenses and itemized receipts for all qualifying purchases must be retained and submitted via Concur within 30 days of travel end date. In the case that expenses totaled less than the cash advance amount, the Program Director will be required to repay the difference. For additional information, see the Travel Department’s Travel FAQs. 

Note that while the Program Director(s) is/are responsible for initiating and reconciling their own Concur request(s), the Education Abroad Office is here to provide support with all steps and processes. Contact the CISP Financial Analyst for assistance.