Program Leader Handbook - International Education and ...

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Appalachian Overseas Education Programs Program Leader Handbook 6. Release of Travel Advance Once you have finalized your program pre-paid expenses and allocations, and all payments for program associates have been received (or applicable budget transfers have been completed or confirmed in writing), OIED will review the program budget with you to determine an amount (the travel advance) that you will need to take with you overseas to cover on-site expenses. Budgeted on-site expenses may include but are not limited to: Mileage and parking at airport (program leader and associates) Airport transfers Hotel bills (less deposits) Bus rentals for excursions Museum, concert, theater, and other tickets Meals Honoraria for foreign instructors Public transportation passes or tickets Per Diem* (see rates below) Miscellaneous expenses (e.g. telephone, fax, photocopying, etc.) Independent personal services Emergency funds (5-15%) * Per Diem rates for Appalachian State University Program Leaders are as follows (as of July 1, 2011): Per Diem rates: In-State Out-of-State and Out-of-Country Breakfast $8.00 $8.00 Lunch $10.45 $10.45 Dinner $17.90 $20.30 Total $36.35 $38.75 OIED will provide you with the necessary forms to be completed for approval of travel and the travel advance. OIED will process your travel advance with the university and your travel advance will be deposited electronically to your bank account typically within a minimum of five banking days (please note that Holidays can delay processing). NOTE: If you are a first-time program leader, please contact Ms. Angie Miller in the Office of Human Resources before your travel advance meeting with OIED to ensure that you are set up to receive a travel advance electronically. If you prefer to pick up a paper check rather than receive an electronic deposit, notify OIED when processing the travel advance paperwork. Please keep in mind that at the time a travel advance is issued, OIED can no longer process payments associated with your program. OIED discourages program leaders from carrying large amounts of cash with them when managing a program’s budget. Most program leaders use a personal debit or credit card while overseas and/or obtain travelers checks prior to departure. It is the program leader’s responsibility to inquire with on-site contacts, vendors, and/or service-providers about the preferred means of payments to be used in country. To avoid possible issues in accessing your funds overseas, you need to contact your bank to determine the maximum amount allowed for daily/weekly transactions, payments, and cash withdrawals, and inquire about possible limitations in accessing your funds overseas (you should also check with the foreign bank(s) about such limitations). You may also want to check on international transaction banking fees. NOTE: A growing number of program leaders enjoy the convenience of opening a separate bank account linked to a separate banking card for the only purpose of depositing and accessing the travel funds while overseas. Please inquire with your bank several weeks prior to your departure date if this option is available for your country of destination and to allow sufficient time to set up the account. 26 Revision Date 5/8/13 507_AOEP_LeaderHandbook
Appalachian Overseas Education Programs Program Leader Handbook For more information about the university’s Travel Policies and Procedures, please consult the links below: North Carolina Travel and Transportation Policies Appalachian State University Travel and Transportation Policies and Procedures C. PREVENTING STUDENT COURSE REGISTRATION ISSUES 27 1. Program Course(s) Not “Built” with the Registrar’s Office As stated in the Student Course Registration Process section on page 19, it is the responsibility of OIED to enroll the students in the courses linked to your program. However, OIED cannot register students for any courses that are not set up in the registration system. If the course you intend to offer on your program is not already on the books with the Registrar’s Office, it is your responsibility as program leader to remind your department chair to submit the program course information to the Office of Summer Sessions or the Registrar’s (for fall and spring programs), as described on page 19. To ensure that your students will be registered in the correct course(s), OIED will email you a student course enrollment information spreadsheet for your review and confirmation before forwarding the information to the Registrar’s Office (in early to mid-March for summer programs). 2. Holds on Student Accounts If students have any holds on their Appalachian student accounts, they cannot be registered until all holds are cleared. OIED will inform you if such issues occur so that you can notify the students to remediate to the situation right away. 3. Independent Study Paperwork If you have approved for some students to enroll in an independent study linked to your program and OIED has not yet received the “Special Course” form from the student (by mid-February for summer programs), OIED may ask you to obtain all signatures on the form on behalf of the student and to walk the form to our office for immediate processing. 4. Overload Permissions If a student is already a full time student during the term of your program before being enrolled in the course(s) linked to your program, it is possible that the Registrar’s Office will notify OIED that the student needs to obtain an overload permission from his/her dean. In that case, we will forward you information about the issue and you will need to follow up with the student until the matter has been resolved. Revision Date 5/8/13 507_AOEP_LeaderHandbook
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