Office of Global Engagement
The purpose of this Manual is to assist program directors and business managers with fiscal management of Study Abroad and Field Study programming (referred to herein as Study Away) at the University of Georgia. Study Away programs incur costs that are not typically associated with traditional on-campus instructional programs. Student program charges for study away programs are established at a level to cover these additional, uncommon costs. The operating procedures found in this handbook have been designed to minimize the administrative burden of program directors and business managers while providing guidance on appropriate and necessary financial transactions of study away programming.
This handbook is to be used as a supplement to policies and procedures found in the UGA StudyAway Portal and University of Georgia/BOR/USG fiscal policies.
A well thought out program budget is crucial for the success of a Study Away Program. Programs should be self-sustaining and generate enough revenue to cover the projected expenses. Program viability from a financial standpoint is required. If a program’s expenses exceed possible revenue or if the total expenses push the program charge beyond a reasonable, credible, and competitive program charge, the program will not be approved to run.
According to the deadlines set by the Office of Global Education and published in the UGA StudyAway Portal, program directors will submit a preliminary budget for review. Budgets will be evaluated, additional information will be solicited, and upon preliminary approval, which occurs approximately six months prior to departure, an instructional support allocation will be granted. This budget will determine and set the program charge. Program directors will then begin/continue the recruiting process. At approximately four months prior to planned program departure, the budget will be reviewed, adjusted for more realistic student counts and program needs, and finalized. Based on these factors, the support allocation can be adjusted. The final program charge is set at this time. It is important to note that during subsequent budget reviews the program charge may be decreased from the amount established with the preliminary approved budget, but it cannot be increased. If dramatic budgeting changes need to occur that may result in an increased program fee, it is the responsibility of the program’s home unit to secure funding to balance the budget. If an amended budget is not approved by OGE, the program may not be approved to run.
Study Away FAQ
The Study Away Financial Frequently Asked Questions provides answers to frequently asked questions for financial management of study abroad and domestic field study programming.
Recent communications that have been sent out on the Study Away Finance Listserv can be found in the below. The communications are organized by fiscal year (July 1 to June 30) and then by date.
During the COVID-19 crisis, the Office of Global Engagement has been working closely with the Provost's Office, the Office of Legal Affairs, and multiple offices in Finance & Administration to ensure appropriate protocols are followed during this time. To help programs work through this process a Study Away Program Cancellation Guide has been created. Since each program is unique, we are certain that you may have questions that are not covered in the Guide. Please do not hesitate to email us at email@example.com (referencing your program's ChartField1) with those questions or concerns.
The OGE Office of Finance & Operations (OGE-F) is an office within the Office of Global Engagement. OGE-F oversees budget approval and financial management of all faculty-led study abroad and domestic field study programming and manages the financial activities of UGA’s international campuses abroad in Oxford, England, and Cortona, Italy. OGE-F reports directly to the Associate Provost for Global Engagement and works in conjunction with the Office of Global Education.
The responsibilities of OGE-F include reviewing proposed budgets, requesting and reviewing budgetary supporting documentation, determining support allocation, providing support to the program director and business manager as they prepare for the program, and analysis of reports on actual expenditures at the end of the program. Finally, OGE-F reviews and provides instruction on closing out the program.
OGE-F is dedicated to delivering excellent customer service, available by email and telephone from 8 am to 5 pm daily. OGE-F welcomes and encourages meetings between program directors and the program coordinator and/or business manager to assist in all stages of financial planning and execution of the study away program. Since business managers have differing levels of experience regarding Study Away programming, OGE-F is available to provide customized support.
OGE-F hosts an email listserv to send reminders and other pertinent information related to the fiscal management of Studies Away. To join, send an email to OGE-F at firstname.lastname@example.org requesting the addition or complete the Online Request Form.
Students traveling on Study Away programs will pay:
The tuition amount that the student pays is dependent on their state status with UGA.
It is possible for a non-UGA student to matriculate to UGA to take part in a short-term program for UGA credit while they are maintaining degree-seeking status and enrollment during the same semester at another school. These students would have to matriculate using current processes and procedures and will be subject to paying Admission fees. These students may be eligible for financial aid at UGA in the following way: HOPE/Zell Miller will apply only if their TOTAL enrollment for the semester does not exceed 15 credit hours. Any hours beyond 15 credit hours per semester at UGA, UGA Office of Financial Aid will handle the aid for the number of credit hours the student is taking at UGA during the term. Other aid will be handled by their home school. The home school of the student will have to notify UGA regarding the student’s eligibility to receive HOPE/Zell Miller. All federal financial aid will have to be handled exclusively by the student’s home school. Students will be billed by UGA on their UGA account at the start of the term in accordance with established timelines.
Students cannot participate in a UGA Study Away program without earning academic credit. All students must be enrolled in both the specific academic courses associated with the program as well as the program SABD course. Additionally, students cannot be assessed program charges if they are not properly enrolled in the proper academic courses.
Other expenses which are not included in the program charge paid by students, yet contribute substantially to the total cost of participation in the Study Away program, include the following:
When communicating the cost of the program to potential participants, it is important to fully communicate program expenses. The full cost of the program should be reflected on the program specific Cost of Attendance form found in the UGA StudyAway portal.
Students traveling on Studies Away programs are required to pay tuition and fees based on their enrollment in academic courses. Tuition and fees are charged to the student account via their Banner registration.
Deposits are paid by the students via the UGA StudyAway portal. Deposits are paid with a credit or debit card. Deposits are not to be collected by the program directors or business managers. If a student does not have a debit/credit card to make the payment, OGE-F should be contacted. Students can make their deposit payment via check or cash to OGE-F.
Program deposits are standardized. Semester long (Fall, Spring) Study Abroad programs are set at $500. Semester long Field Study programs are set at $400. All other Study Abroad programs have a deposit amount set at $300. Field Study program deposits are set at $150.
Credit card companies charge processing fees. To ensure funds are available to cover these costs, each program is charged a fee, per deposit paid, to cover the processing fees. Programs can include these fees as a part of their budget.
Program deposits are non-refundable to the students. If a program director believes there is a justifiable reason to refund a deposit, he/she should complete the online form as outlined in teh Procedure to Request Refund.
Program charges are calculated by completing the budget template. Program charges are total expenses less the OGE Allocation less any departmental or other external support funding. Once program charges have been calculated, the Office of Education Abroad will set up the place holder course (SABD or FSTY). When students register for this course number in Banner, the program charge will be charged to their student account.
Members of the USG community are required to maintain the integrity and accuracy of the documents and records for which they are responsible.
Effective internal controls are one method that can be employed to assist the USG in achieving its mission. Internal controls are the processes employed at all levels to help ensure that USG business is carried out in accordance with BOR policies and procedures, institutional policies and procedures, applicable laws and regulations and sound business practices. Good internal controls promote efficient operations, accurate financial reporting, safeguarding of assets and responsible fiscal management.
For additional information, please see the USG’s Ethics Policy.