Managing Program Expenses

finances on the ground

Depending on the design of the program, some faculty leaders will need to manage program expense funds on

1) a Global Programs purchasing card, or "p-card," and perhaps also

2) a cash advance issued to the program leader.

Program leaders are discouraged from using their own personal funds for program-related purchases, as it can place undue financial burden on the leader to spend their own money and wait until the conclusion of the program for reimbursement.
Relevant policies and procedures will be introduced at the mandatory Managing Program Expense workshop, which will be presented several times in the semester prior to program departures.
Faculty must keep complete and accurate financial records of all program funds spent, including the itemized receipts for all expenditures made. Original receipts or digital copies of receipts are acceptable. Receipts must be organized chronologically and details documented.
After the program is over, program leaders will meet with a customized program assistant, in-person or virtually, to review all expenses so they can be compiled into a Concur expense report in accordance with Penn State policy.

Each program leader will be furnished with a Global Penn State Purchasing credit card (p-card), with spending limits to be determined by the Customized Programs team based on the program budget. This card will not affect your personal credit rating.
To have your p-card issued, you are required to complete Penn State’s Purchasing Card online tutorial for both ‘Travel’ and ‘Goods and Services’ and electronically sign the purchasing card agreement, as well as attend an online training session about using your p-card on your faculty-led program. You as the cardholder will be responsible for appropriate use as outlined in the agreement.
Faculty must keep complete and accurate financial records of all p-card transactions, including the itemized receipts for all expenditures made. Leaders will be notified via email when to begin this process, as well as when trainings are to be held.
Faculty will be provided with appropriate contacts in case their p-card is lost, stolen, or declined.

Not all leaders will receive a program cash advance, but if one is determined to be needed, the amount will be based on the program budget and deposited directly into the account where the leader receives their pay 7-10 days before the start of the program (or earlier if requested.)
Like p-card documentation requirements, faculty must keep complete and accurate financial records of all program cash spent, including the itemized receipts for all expenditures made.

Program cash advance money and p-card funds...

… must be used for academic activities and cultural experiences, and distributed equally among students.
… must not be used for meals/snacks/lodging/personal transportation for instructors or their guests (friends and family), medicine, alcohol, gifts, or any other non-program related expenses.

All expenses must have receipts, including tips.
- - Exception: Local subway tokens or similar transportation. Note price per and number of “tickets.”
Concur automatically calculates the exchange rate for the date of purchase. We cannot alter the rate to match the exchange rate used when you exchanged the money.
ATM withdrawal fees and international transaction fees will be reimbursed.
Credit card interest charges will not be reimbursed if a personal credit card (non p-card) is used.
Carrying blank receipts is recommended so in cases where you cannot get a receipt, anyone you give money to, including students, can sign a receipt. (This may be the best way to get a receipt for a tip on service that’s been paid ahead of time, i.e. to a bus driver or tour guide whose services are included on an invoice paid ahead of time.)
Tokens of appreciation under $35 USD may be purchased for contacts abroad that significantly assist with the program. Provide the recipient’s name, position and institution along with the receipt.

Any purchase of food or drinks is considered a group meal. Group meal receipts must be itemized and indicate what was purchased. Be sure to record the number of students and instructors present.
Instructors may arrange up to 1 group meal a week during the program, if the budget allows. (Please check with program manager.)
Instructors should not purchase frequent, small snacks or beverages for students or use program funds to celebrate student birthdays.
Academic guests, speakers or guides hired for group activities may be included on admission and group meal expenses on days hired. Provide the recipient’s name, position and institution along with the receipt.
If instructors have a group meal/meeting with on-site contacts, only items purchased for the contacts will be reimbursed. Mark and subtract instructor items off of receipts appropriately.

Instructors need to have a phone so students can reach them in case of emergency while abroad, per risk management policies.

Depending on where your program travels to, it may be more economical and convenient to:

1) Purchase a global phone plan* add-on for your US phone plan

2) Buy a cheap phone and SIM card

*The difference between your basic plan and extra global plan charges up to $75/week will be reimbursed.

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