Tseng College - International

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Implementation of an Approved International Travel Study Course

Final Budget

The department is responsible for developing a final budget for the course and sending it to the Dean of the sponsoring academic college if it is a state-funded course to be offered in the Fall or Spring Semesters.

The final budget shall also be sent to the Dean of the Tseng College at least six (6) months before the program is to be offered using self-support funding (including programs with grant funding covering part of the self-support costs). For a self-support international travel study course, whereby the final budget varies more than a 10% variance in any category or overall from the preliminary budget, the Tseng College and the department will need to review the proposed program plan again in light of changed financial information. The program cannot be priced or marketed until the department provides a final budget.

The final budget shall include:

  1. Instructor compensation, inclusive of salary and benefits. For Summer Sessions, reference the approved CSU Special Session Salary code 2357, for Winter term reference the approved CSUN Special Session Salary code 2322, and for noncredit the compensation varies and is planned as part of the budgeting and pricing for the program (contact the Associate Dean of the Tseng College to start discussions about noncredit international travel study courses).
  2. Final costs of economy class airfares for the instructor.  NOTE:  The cost of obtaining a visa for travel is not a reimbursable expense according to University travel policy and, therefore, should not be included in the budget or in reimbursement claims.
  3. Final costs of lodging accommodations and ground transportation for the instructor.
  4. Final costs of all reimbursable travel expenses for the instructor, such as per diem, mileage, etc. (see University travel policy).
  5. Final costs of Foreign Trip Insurance (coordinated with University’s Insurance and Risk Management office).
  6. Final costs of other ancillary fees associated with the trip, such as museum admission fees, etc. NOTE:  Only pre-approved ground transportation, admissions, or other costs directly related to the educational purpose of the course, identified in the final budgets are reimbursable.  Any ground transportation, admissions, or other expenses added after the course fee has been set are not reimbursable.
  7. For self-support international travel study courses, an additional (in addition to the direct costs for services associated with the course in question) 11% to 15% in administrative overhead charges is required for CSU and CSUN services depending on the year in question and the level of CSUN service charges and CSU pro rata charges (which change from year to year). This amount will be added to the final budget by the Tseng College before this extra cost is added to the basic course fees for a self-support offering.  NOTE:  The CSU charges an overhead percentage on self-support programs based on gross revenue.  The percentage of this charge varies year to year.  In addition, a self-support travel/study courses, must reimburse the General Fund for services provided by state supported units and staff.  Said services include the review of materials by the University’s Insurance and Risk Management, Purchasing and Contract Administration, payroll processing, and the like.  

Travel

  1. The Department must complete an Approval of Travel Request for all instructor travel as required by the University travel policy.  Without it, the instructor will be traveling without University support and insurance coverage and will not be able to claim reimbursement or be protected in the event of a negative occurrence.
  2. All travelers are expected to pre-pay for travel expenses and then fill out a claim for reimbursement of the approved expenses once the travel is complete. The completed reimbursement claim must be accompanied by all required receipts and expense verifications. For state-funded international travel study courses offered in the Fall or Spring Semesters, the completed reimbursement claim shall be sent to the MAR of the sponsoring college.  The MAR, in collaboration with the Dean and the Department Chair, will process the reimbursement and forward the claim to the University’s Accounts Payable office for payment.  For self-supported international travel study courses offered in the Summer Session, reimbursement requests and documentation shall be sent to the Office of the Dean of the Tseng College.  Once received, the Tseng College will forward the approved reimbursement claim (if it is in keeping with the budget) within four (4) working days to the University’s Accounts Payable office for payment. 

Enrollment

  1. For state-funded international travel study courses offered in the Fall and Spring Semesters, the Department and the Dean of the college sponsoring the program will establish a minimum and maximum enrollment for the course.
  2. For self-support international travel study courses offered in the Summer Session, the Tseng College will review the proposed minimum enrollment and confirm the fee for the course based on the completed form and the final budget. The Tseng College will provide formal notice to the department if any changes need to be made to the budget.  NOTE: In the self-support Summer Session or Winter Term, no travel/study abroad program can be offered with less than 15 students. 

Class Orientation

All international travel study programs must have at least one (1) meeting in a classroom setting before the travel.  At that first meeting, the instructor will distribute a pre-trip meeting and registration packet to all students, and collect the completed packets.  The packet shall include: 

  1. Academic Field Trip Participant List
  2. Student Air Travel Voluntary Participation Notice
  3. Academic Field Trip Waiver of Liability & Hold Harmless Agreement

Records Retention

As per CSU and CSUN record keeping requirements, the instructor must submit a copy of all completed forms to the office of the Associate Dean of the Tseng College as the designee of the University Senior International Officer.  In addition to the above forms, the instructor will submit the following for each student: student’s name, contact information, program, emergency contact information, insurance information, date of birth, student ID number and major.  This material will be scanned and records maintained digitally.  The instructor shall retain the originals of these forms and documents for a period of five years.