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Budgeting & Program Fees

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 to cover all program expenses. The program director is responsible for providing a budget for the program, from which program fees are calculated.
 

What is Included in the "Program Fee"?
Costs typically included in the student program fees include:

  • 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. 

Typically, the Education Abroad Office supports programs with program fees between $2000 and $3000 per student (without airfare). Program fees above $4000 are discouraged.

Program fees do not include tuition & campus fees for enrolled units.

How Do I Create a Program Budget?

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

Faculty who have experienced some success in keeping program fees low suggest the following strategies:

  • Stay at hostels 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

 

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 cost estimate (quote) and itinerary. 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.