financial considerations

Financial policies and budget expenses for embedded programs are managed by each academic unit; therefore, financial offices within the unit should be consulted about specific policies and best practices for your program.

Program funds, whether paid via student fees, University funds, or a combination of the two, should be utilized to support the academic activities and essential logistics of the education abroad program.  In the most general terms, program funds:

• Can cover:

  • Academic activities and cultural experiences, distributed equally among students. Students may opt not to participate in optional activities or meals, but they must be given the choice.

  • Meals, lodging, and transportation for program leaders.

  • Student in-country transportation, lodging, and some group meals.

• Cannot cover:

  • For embedded courses, student fees cannot be used toward employee compensation

  • Expenses related to guests of program leaders.

  • The purchase of medicine, alcohol, gifts, or any other non-program related expenses.

We strongly recommend that program leaders discuss payment processes with relevant financial staff within their department, campus or college.  Please be aware that some financial policies may have changed with regard to travel bookings, use of personal cards for professional travel arrangements, and other safeguards to protect against potential losses based on program cancellation. 

Purchasing Card

Penn State Global recommends the use of Penn State issued Purchasing Cards (p-cards) for program expenses whenever possible. PCard users 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. You as the cardholder will be responsible for appropriate use as outlined in the agreement.

Consult with your finance office to seek approval before confirming bookings or paying deposits.  Making payments without authorization from your financial staff may result in failure to be reimbursed for expenses. Faculty should keep complete and accurate financial records of all P-Card transactions, including itemized receipts for all expenditures made.

PROGRAM CASH ADVANCE

If you received a program cash advance, consult with your finance office to ensure you are aware of any guidelines. Like PCard documentation requirements per CONCUR, program leaders should also keep complete and accurate financial records of all program cash spent, including the itemized receipts for all expenditures made.

use of funds & receipts

Program cash advances and PCard funds must be used for academic activities and cultural experiences as approved by your finance office and must be distributed equally among students. 

In situations where a receipt is not available (e.g. taxi in a developing country), then a signature must be obtained from the receiving party with the amount paid and the date the payment was made.

Expense Reconciliation

Upon your return from the program, work with your finance office regarding the receipt and expense reconciliation process in CONCUR. Penn State funds used abroad must be properly documented with receipts.  

• 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. 

• 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. 

• Program leaders 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. Consult with your finance office to confirm. If so, when reconciling, provide the recipient’s name, position and institution along with the receipt.

• If program leaders 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. 

A program leader is not permitted to purchase alcoholic beverages for themselves or any member of their program group with program funds.  Furthermore, although Penn State does not have an articulated policy on employee alcohol consumption with students, Penn State Global takes a strong and firm stance against doing so for the following reasons:

• Students who are of legal age to consume alcohol abroad may choose to do so at their own preference. Although alcohol can be consumed responsibly together, students may continue drinking after the faculty leader has departed and irresponsible behavior could result.

• With the presence of social media, the perception of a program leader drinking with students may be misconstrued in the public sphere.

• Program leaders spend a tremendous amount of time with students both in and out of the classroom abroad. This constant contact can blur the lines between leader and participant.  Refraining from drinking with your students, even minimally, can help to delineate this distinction.