2. Location of program overseas: _________________________________________________________
3. Proposed program dates/meetings on-campus: ______________________________________________
4. Proposed program dates off-campus:_____________________________________________________
5. Will you be making the travel/lodging arrangements yourself or through another person or agency? If
using an outside person or group*, please list the agency name and contact information below.
____________________________________________________________________________________
____________________________________________________________________________________
*Please note: If a provider is located outside the U.S. (without a U.S. FEI number, or tax ID number), please inform the International Center at least three
months in advance of travel to facilitate timely payment of services rendered.
6. Estimated Program Fee Per Participant (including health insurance): $____________________________
Budget Information: I/we have attached a detailed budget including airfare, lodging, on-site transportation,
entrance fees, meals (where applicable), health insurance ($40/participant), faculty costs, tips (if
appropriate), guide fees, and a 5-10% contingency fee with this application. □Yes □No
Does the program fee include tuition? □Yes □No
In which semester will students register? □Fall □Spring □Summer 20____
Number of students anticipated: Minimum (usually 8) ____ Maximum ____
7. Course Registration, Billing Arrangements, & Financial Responsibilities:
In order for your proposal to be processed, please indicate your understanding of the following by initialing each statement.
Initials:______ Original itemized receipts are required whenever possible (take a receipt book on the trip if necessary).
Please note that program fees are collected into a short-term faculty-led study abroad program account
administered by the International Center (IC). IC staff members can offer guidance to trip leaders
regarding budget processes including Winthrop accounting and reimbursement procedures as needed.
Initials:______ Short-term faculty-led program participants are assessed a non-refundable trip deposit of $250 and a
non-refundable $25 study abroad application fee. The trip deposit is refundable only if the course
doesn’t have enough participants enrolled for the course/trip to make. The remaining portion of the
program fees will be billed to participants’ Winthrop accounts upon their registration in the course.
Initials:______ Only faculty members leading the trip/teaching the course are eligible to have expenses covered by
participants’ fees. Additionally, there is no supplemental funding available beyond the program fees
collected from participants for the trip. Faculty trip leaders understand that any trip costs exceeding
the actual fees collected from participants will not be reimbursed.
Initials:______ After finalizing the budget and program fee with the International Center, faculty trip leaders should
submit the Special Course Registration Form through their department chair(s) and/or dean(s) in
order for the course to appear in the online course catalogue.
Initials:______ Faculty trip leaders agree to adhere to current policies and practices determined by Winthrop
University related to staff/employee/student travel. These policies may include but are not limited to
Accounts Payable, budgeting, and auditing best practices. Faculty trip leaders will also work with
the IC staff in a timely manner to facilitate various payments to vendors and service providers before,
during, and after the program.
