RMC Study-Travel Instructor Handbook

Program Expenses

Students’ fees usually cover the basic costs of the instructor. Based on the Business Office’s regulations, covered expenses include but are not restricted to airfare, accommodations (except in an emergency, instructors never share rooms with students), entry fees, and meals.

The Expenses that may be covered by student program fees include:

  • Meals;
  • Housing/lodging for the duration of the travel course;
  • Transportation (airfare & ground transportation);
  • Transactions, conversions, or service fees charged on currency exchanges;
  • Group excursion tickets and entrance fees to required sites;
  • Course-related programming or cultural immersion activities
  • Program-related phone calls/international calling plans (i.e. $10/day TravelPass through Verizon) for the period of international travel;
  • Thank you gifts to foreign service providers, when cultural competence dictates that a gift is an appropriate acknowledgement and when such gifts are part of the travel budget approved by the Study Travel Course Committee (STCC);
  • Gratuities for tour operators, bus drivers, etc. (refer to Budgeting);
  • Visas, if required.

Examples of expenses that can not be covered by your students’ program fees:

  • Personal travel before, during, or after the program;
  • Expenses related to personal business for students or faculty;
  • Optional/free-time activities for students;
  • Alcoholic beverages;
  • Course supplies (reimbursable if it was included in the travel budget approved by the STCC or if written permission from all enrolled students could be provided);
  • Costs of instructor or individual student passports;
  • Costs of personal supplies for students or faculty members;
  • Souvenirs and/or mementos related to the course or travel destination;
  • Fees for apps (exception for Trabee Pocket for expense reconciliations);
  • Cash tips and gratuities not handled according to policy (refer to Budgeting);
  • Medications and medical care (medical expenses are personal in nature and ineligible for reimbursement);
  • Any other expense that is prohibited by the College’s Travel and Expense Reimbursement Policies