Accounting Policies & Procedures

Important Reminders:

• Student funds collected in support of study-travel courses must be spent in support of course-related activities and expenses that benefit all students and must not be allocated in ways that provide some students with greater benefits than others.

• Instructors are expected to abide by all relevant Business Office policies related to budgeting, advances, and reimbursement requests. These policies include timelines that, if not followed, may result in a variety of consequences, including:
  • Advances being treated as taxable income;
  • Faculty/staff pay being adjusted in the amount of any outstanding advance in order to recover the funds;
  • An inability to be reimbursed for out-of-pocket expenditures.

• Study-travel courses are expected to be self-sustaining. In the event that enrollments are lower than anticipated, instructors are expected to adjust their travel dates/activities/budgets to stay within the revenues collected from students. The College reserves the right to cancel study-travel courses in the event of insufficient revenues. Also refer to Minimum Student Enrollment in this handbook.

!Comply with the College’s travel and reimbursement policies and procedures as well as the study-travel course accounting policies and procedures outlined by the OIE and Business Office. Failure to comply may result in required changes to planned itineraries, an inability to be reimbursed for expenses, and/or restrictions by the College on future opportunities to lead study-travel courses.