What to Include in a Budget for a Travel Course
Regardless of the number of students you plan to take, you must calculate your budget assuming 10 students will travel for a 1 TCU class. If you have two instructors each getting a TCU, you should assume 20 students for budget planning purposes. Scott Couchman has prepared spreadsheet templates that may to helpful: Template for 10 students, Template for 20 students Your budget must include all course expenses, including, but not limited to
- ground transportation
- any meals taken as a group
- local guides
- fees for meeting rooms
- guest speakers
- cell phone rentals (international travel only)
- all expenses for two adults (instructor + program assistant)
- stipend for program assistant if an RC employee
- $50 per student administrative fee
- $1000 course emergency fee
Scott Couchman in the International Education Office can assist you in making travel arrangements. Consider meeting with Scott as you work on a course proposal or later as you are making trip choices. He can develop a range of options for you to choose from and will help in the review of budgets to ensure nothing is overlooked.
When proposing a new or substantially revised IL course, instructors present an approximate budget of anticipated expenses. During the summer preceding the May term in which the course will be taught, instructors submit a revised budget to the Office of International Education by June 30. The budget figures should be firm. This budget determines the course fee that will be advertised to students during registration. When registration is complete--November 15--the budget can be revised to reflect the actual enrollment. Final course fee invoices are mailed to students in late December.
For international travel courses, the International Education Office will provide an allowed per diem amount based on the location of travel that can be used in budgeting. Check with Scott Couchman. For domestic travel courses, faculty need to make their best estimate of the likely costs of faculty meals. Per diems are not allowed for domestic travel. Faculty will need to present receipts for all expenses, which should conform with general college policies on allowed expenses.
Instructors should ask the college library to purchase desired books and media. These should not be included in trip budgets.
IL can help defray the cost of advance planning trips for IL travel courses and for IL campus courses with field trips, in amounts up to a maximum of $1800 for international courses and up to $900 for domestic courses. Advance planning trips must take place within the year preceding the scheduled IL May term and after the course has been approved by the faculty. Click here for the application form. Note that exploratory travel grants typically do not cover the entire costs of such trips.
Instructors needing additional funding to plan IL courses should apply for an FDC grant.
Say goodbye to ordinary introductory courses in the core curriculum.
Get a closer look at the exceptional facilities available to students at Roanoke College.