There are several steps in the process of developing  and running a Faculty-Led Study Abroad:

Steps  
1 Program Development

Please make an appointment with Susanne Hill (shill@ufic.ufl.edu) to discuss your ideas, program proposal guidelines and policies for leading a study abroad program

2 Program Proposal

Please submit a proposal (using the template) to Susanne Hill (shill@ufic.ufl.edu) as well as your College Dean and Department Chair 

3

Program Budget

Once your proposal has been approved by all the necessary parties, we will put you in touch with a Third Party Provider, who will be able to arrange the program logistics for you. In very rare cases, faculty will be arranging logistics on their own. If this is the case, please schedule an appointment with June Bristol (jbristol@ufic.ufl.edu – 352-273-1504) to go over budget guidelines and requirements. Please complete the Budget Worksheet in preparation for the meeting.

4

Flyer Production

Once the program is approved and budget is signed, contact Jill Ranaivoson at jranaivoson@ufic.ufl.edu for the creation of flyer.

5

Application Process

  • Each Study Abroad Advisor is assigned to a certain geographical area in the world. The advisor for your region will be your main contact during the student application process.
  • The advisor will create a program page in the Study Abroad program portal (Terra Dotta), monitor student applications and approve students in consultation with faculty (if requested).
  • Once the minimum student enrollment (per budget) is met, students will be approved and the program will run.
  • If the minimum student enrollment (per budget) is NOT met by the application deadline, faculty will work with the Fiscal Team to make adjustments to the budget. In some cases, we will be able to run the program, if we are close to minimum enrollment. Should a program be canceled, students will be notified and any deposits or service fees paid will be refunded.
6 Program Payments

Payments to vendors will be processed by UFIC’s Finance Manager Susan Lukowe upon receipt of an invoice.
Foreign vendors will be required to complete the IRS form W8BENE if not currently in UF’s vendor file. Susan can provide instructions to be sent to the foreign vendor.

7

Travel Preparation

  • Faculty Agreement will be emailed to faculty approximately 60 days prior to start of program.
  • Faculty should vcompare the agreement with the approved budget for accuracy. Sign and return by email to June Bristol, jbristol@ufic.ufl.edu or fax to 352-392-5575.
  • A copy of the faculty agreement should be given to the travel coordinator in your department or Shared Services. Any questions should be directed to Susan Lukowe at slukowe@ufic.ufl.edu or 352-273-1534.
  • For chart-fields for travel authorization, please call Susan Lukowe.
  • If a cash advance is needed, please arrange a time to meet with Susan Lukowe at least three weeks prior to departure.
8

Airline Ticket

  • Once the minimum enrollment has been met and students are “Approved”, airline tickets can be purchased. Airline tickets should be purchased on department’s PCard using UFIC’s chart-field string. Contact Susan Lukowe slukowe@ufic.ufl.edu for chartfield number.
  • If airfare is purchased on traveler’s personal credit card, traveler will be reimbursed either when requesting a travel advance or upon filing an Expense Report at completion of trip.
9

Travel Cash Advance on Travel Authorization prepared in department

  • Travel Cash Advance is requested in MyUFL by the traveler.
  • Summer Travel Expense Advances are capped at $10,000.
    You must have the PeopleSoft role of UF_EX-TRAVELER to request a cash advance.
    See your department security administrator to obtain this role.
  • Upon return, Travel Expense Report needs to be filed within 10 days.
10

Faculty Compensation

  • Twelve month faculty and faculty receiving funding from grants or other funding sources during term of study abroad must notify Susan Lukowe to initiate a “Request for Approval of Additional University Employment and State of Florida Employment (HR-600)” to be sent to faculty’s department.
  • Salary will be paid in a lump sum, and (as OPS) not subject to retirement, on the UF “payday” of your program start date, either summer A, or summer B, but no earlier than the first “payday” of the summer term.
11

Accompanying Family

Faculty members can choose to take family members such as spouses and or children abroad with them. It is important to note that family members cannot interfere with the safe and timely delivery of the program. Please note that the university is in no way responsible for family members while abroad.

UFIC will not be able to pay for additional costs associated with accompanying family members (e.g. a larger apartment to house accompanying family, transportation, baggage fees, excursions, meals, childcare, etc.).

Please notify us, if you plan for accompanying family. If you plan to bring small children, please let us know their age and how you plan for their care while leading the program

12

Program Expense Advance (separate from Program Cash Advance)

  • Contact Susan Lukowe slukowe@ufic.ufl.edu (352-273-1534), 30 days prior to travel to make request for Program Expense Advance.
  • Complete EFT form and advance will be direct deposited into your account.
  • Upon return, receipts need to be submitted to Susan Lukowe for reconciliation of “Program Expense Advance.”
  • Credit card charges require the itemized charges, not just the credit card receipt.
  • Tape receipts on 8 1/2 x 11 paper in order of receipt date.
  • List all expenses on the Expense Worksheet.
13 Emergency Information Worksheet

PRIOR TO DEPARTURE – COMPLETE the Emergency Information Worksheet and attach final itinerary for International Center Risk Management.  Submit to June Bristiol. jbristol@ufic.ufl.edu