Program Leader Handbook - International Education and ...

Appalachian Overseas Education Programs Program Leader Handbook
5. Contracts with/Payments to Students
If students or other personnel join the program while performing services (logistical support, assistance with research projects,
etc.), it is important to NOT reduce the program cost to such participants but rather to compensate them for their “personal
independent services” rendered, once the program has returned. The cost of such services should have been included in the
program budget unless you have secured their funding from sources outside of your program funds. Please see the Payments
for Independent Personal Services section on page 24 for more information on contracts and payments for such services.
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B. PRE-DEPARTURE FINANCES
1. Pre-Payments to Vendors by Invoice
It is recommended that as many program-related expenses as possible be pre-paid. This applies to the majority of group purchases
(group tours, accommodation costs, etc.) but could also include classroom rental or ground transportation. Before submitting
a request to pre-pay a vendor to OIED, it is important that you first note the payment installment deadlines on your
program’s student payment schedule to check that your program account has received sufficient funds to cover the amount to
be requested. Should you have insufficient funds at that time, you may want to consider paying only a deposit, as to insure that
your program account is fiscally sound at all times.
Pre-payment requires that an invoice be printed on business letterhead (when possible) and contain the following information:
Type of service (s) from vendor
Vendor’s name and physical address
Date of invoice
Name of person (s) receiving service (s)
(if a group of students receives services, a people count for services is acceptable - “22 students on a bus”- for example)
Date (s) of service (s)
Current amount due (showing deposit, down payment or remaining balance)
Due date of current amount due (Appalachian’s policy on any payments is net 30 days from receipt of invoice)
Banking information if payment is to be issued by wire
Due date and amount of total due
In order to pay a vendor, OIED requests that you submit:
1. The original invoice
2. Your signed request for payment (OIED accepts requests by fax or email)
NOTE about AIRFARE PAYMENTS: If you request a payment for airfare, you will need to come in person to our office to
sign a travel authorization form along with your request for payment. If you have not reached your target enrollment number at
the time you would like to book airfare, OIED can only process a payment for a fully refundable deposit. NEVER purchase
airfare, or any other program expenses for that matter, with your own credit card or a university P-card if you have one. There
is an OIED P-card available for airline ticket purchases, and some other expenses as further described in the Payments by
OIED P-Card section on page 24.
Payments by Check
Payments processed by our office can be issued in US dollars or a foreign currency. OIED strongly encourages payment by
paper check written in the local currency for timeliness as well as cost-effectiveness purposes. Pre-payments by checks can
take anywhere from two to three weeks after the invoice has been submitted to OIED to be released and mailed to the vendor.
Please keep this in mind when making arrangements. You should submit invoices for pre-paid expenses to OIED as soon as
possible to allow time for payment by due dates. This is especially important for vendors located overseas, as mailed payments
may take over a week to reach the vendor in some locations. It is the program leader’s responsibility to research what is
the safest and most economical way to send a payment overseas. If the postal system of the destination country is unreliable
or makes it expensive to safely mail a check, you may find that payment by wire transfer may be a desirable alternative. Please
note that OIED cannot change the University’s accounting rules or expedite payments, and that extra time should be
allowed for processing payments during the Holidays. Please see the next section for more information on payments by
wire.
Revision Date 5/8/13
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