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Budgeting

 


Budgeting is essential to set the price point for student program fees for your CSUSB-led program. Costs that are typically included in student program fees include:

  • Lodging that is clean and safe (single or 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. 

Typically, the Education Abroad Office prefers to support programs with program fees between $2500 and $3500 per student (without airfare). Program fees above $5000 are not viable. 

Student program fees do not include tuition & campus fees for enrolled units. Students are informed of these charges as a part of the total participant cost good faith estimate that they are provided. 

Strategies to Reduce Student Expenses

Faculty who have experienced some success in reducing program fees and other student expenses (lessening the financial burden, and opening opportunities for more students) suggest the following strategies:

  • Stay at Airbnbs instead of hotels
  • Use public transportation 
  • Book lodging with kitchenettes, so that not all meals need to be eaten at restaurants
  • Incorporate student research projects, for which students can apply for funding through OSR, and you can apply for funding through the Faculty/Student Grant and Undergraduate Student Research Program (USRP)
  • Apply for a Professors Across Borders grant to offset faculty expenses
  • Apply professional development (PD) funds to offset faculty expenses
  • Send communications through wifi-based apps (like WhatsApp) rather than using international roaming
  • Set program arrival and departure dates to correspond with less expensive flights
  • Set program dates to correspond with one academic period (e.g., Session A or Session B over the summer)
  • Offer 6+ units of credit (students must complete 6+ units to qualify for summer financial aid)


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.
 

Accounting and Reimbursements

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.

 

Guest Speaker Fees

Guest speakers may be compensated for their work. The rate should be determined by local standards, but should usually not exceed $250.