Financial Guidelines

Clemson University - Study Abroad

Faculty-directed programs at Clemson University must be financially self-sustaining. Faculty leaders may choose to utilize external funds from sources like grants, Creative Inquiry, departmental, or college funds, etc. In all cases faculty must clearly outline all revenues and expenditures related to the study abroad. Clemson Abroad is here to assist faculty in development of a budget, represent faculty and programs when negotiating with vendors, make program payments, bill students and collect revenue, provide reimbursement and reconciliation post-travel.

Please see the links below for more information to assist you in developing a budget, selecting a vendor, payment guidelines, reimbursement and reconciliation.

  • Developing a Budget

    Faculty-Directed programs have to generate revenue to cover program costs. This is done through the collection of student tuition and fees and a program fee. Programs that operate over a semester or summer session (not embedded programs) will collect the tuition and fees based on student registration.

    • The tuition and fees are used to cover faculty programmatic expenses including: salary and fringe, airfare, housing per diem, local instruction, health insurance etc.
    • The budget also develops a student program fee based on the individual cost per student. Certain items that may be included to develop this fee are: airfare, in country travel, housing, meals, excursions, books, etc.
    • The budget also requests that faculty complete “other estimated student expenses” these estimates are advertised to students via the online brochure so that students have an idea of the ‘actual’ cost of the program

    Please click on the timeframe of the study abroad to access the appropriate budget template:

    Short-term Semester

    Please refer to our payment guidelines section for a breakdown of how items can be budgeted

  • Selecting a Vendor

    Clemson Abroad suggests that faculty-directed programs utilize the support of an in-country vendor to lessen the burden of logistical organization and payment both prior to and during the study abroad program. Clemson Abroad follows all Procurement guidelines with regard to vendor selection, registration, and payment. Here are some basics on vendor selection and payment. Please refer to our payment guidelines section which will have a breakdown of how certain payments can be made and what the process is for approval.

    ● Signing Contracts

    A procurement contract is any contract where there is a financial or potential financial gain for either Clemson or a 3rd party based on what each party agrees to do in the contract. Any procurement contract >$2,500 in value, or in potential value, must be signed by the Procurement Director. Clemson Abroad’s Fiscal Manager, Ralph Herden submits these request to Procurement directly.

    ● Bidding vs. Sole Source

    Contracts < $2,500 do not require bids. Contracts $2,500 - $10,000 require 2 other price references or other justification that price is fair and reasonable. Contracts >$10,000 need to be bid out. Sole source justifications are required when a supplier is the “only” source, not just the “best” option. These justifications will be written with the faculty director and communicated through the Clemson Abroad Fiscal Manager.

    ● International Suppliers

    All suppliers must complete an online supplier registration process which includes being approved by Procurement and submission of a W-8. This registration is only available in English. Please review the timeline for new supplier registration here.

  • Payment Guidelines

    Click on the following tiles to find out information specific to different expense categories. For information on payment options, see Payment Methods. For current forms, see Resources.

    Please review our Financial Policies for clarification. For questions on creating and editing your study abroad budget, please contact us.