Budget Information - MSU Office of Study Abroad

Budget Worksheet Instructions

Please review the following:

Heading Information

Program dates – The dates should be the first night of lodging until the day the students depart.
Lead Faculty – name, phone #, fax #, e-mail. If you are not going to be the faculty leader please inform the OSA Program Coordinator or Barbara Patterson. The Faculty Leader is responsible for the program funds and the budget development. If there will be co-leaders, please list both names.
Enrollment should be based upon a reasonable estimate given actual enrollment history.
Minimum credits – all students must take the minimum credits listed.
OSA Rate – this is the Study Abroad tuition rate received. The rate for Summer 2007 is $291.35 per credit. NOTE: The students will pay their usual rate for courses on-campus. We are allocated this flat rate from the Provost’s Office.

Calculations – This next section is based on formulas. Please do not change them.

Available from tuition – this is the amount that may be spent on Instruction based on the (OSA rate) x (# of students) x (minimum credits per student) x 62%. A program budget cannot project a deficit on instruction.
Instruction Cost – this is computed from the detail below. These should include any costs that would be paid for via tuition if the program were held on campus.
Surplus (deficit) – is the amount that may be returned to the colleges at the end of the year. A program budget can’t be approved with an instructional deficit unless special permission is given by the college.
“Instructional break-even” is the number of students required based upon the minimum number of credits for the program to run. NOTE: Round up, 10.42 students calculated to breakeven means you need 11.
Student share of fixed cost = the total of administrative costs plus faculty travel divided by target enrollment number.
Student personal costs = total of individual student housing, class activities, insurance etc.
Program fee = the amount students will be charged, excluding tuition.

Instruction – Instructional costs are equal to any costs that would be covered if the program was held on campus.

Faculty Salary – the traditional formula has been: credit hours taught x 15 x $ per rank.

Each college dictates their own policy for paying faculty.

Instructors and honoraria – please list names or estimated number of people being paid and the amount.
Program Assistant – please provide the name of your assistant as soon as possible so that we can begin to process their paperwork. We also need a name and contact information to note on our database, because it is mandatory that all program assistant’s attend the Emergency Preparedness Seminar given by OSA. Program assistants are paid on “Project Pay’ basis and do not receive a paycheck until the project is completed.
Tuition paid to another institution, classroom rental, guest lecturers, honoraria, are all instructional costs.

FIXED COSTS

Brochure – we are now charged $150 for each program brochure this covers printing and design. NOTE: This is a cost covered by Study Abroad and is not available for your individual program.
Postage allowance = $100. NOTE: This is a cost covered by Study Abroad and is not available for your individual program.
Telephone/fax allowance = $125. NOTE: This is a cost covered by Study Abroad and is not available for your individual program.
Faculty airfare = coach fare. This may be direct billed through STA, Passageways Travel or Anderson Travel.
Faculty Cell Phone – Our Health and Safety Team requires a cell phone number for each program. We should budget an amount here for either a rental phone or minutes for your own cell phone. If you need assistance in finding a provider, please feel free to contact our office (353-8920) or check the OSA website.
Transportation – You may receive mileage or reimbursement for a rental car or the Michigan Flyer to get to/from the airports. Don’t forget to provide costs for your in-country transport as well.
Faculty Travel and Program Assistant Support are detailed below.

FACULTY TRAVEL

Lodging – this is limited to the State Department rate at the time of travel. This may vary between the time that the budget is prepared and when you actually are on site but the variation is usually slight. If you know where you are staying or have a better estimate than the State Department rate, please use that amount. We encourage you seek the lowest possible cost to keep the costs low for the students.
Per Diem – is also limited to the State Department rate. This includes meals and incidentals such as laundry, transportation between lodging and places of business or meals, telephone/faxes, etc. If the per diem and lodging rates are higher than you feel necessary, use a lower rate and add the notation “per agreement with faculty”. This is often done to keep that cost of the program more affordable for the students. Your can also agree on the State Department rate at the time the budget is finalized to prevent a budget deficit due to the increase in State Department rates at the time of travel.

STUDENT PROGRAM COSTS – It is our intention to keep costs for the students as affordable as possible while providing the best experience possible. Please provide us with as much detail as possible. This will help us to anticipate costs as well as to ensure that you have enough funds for all the activities that you have planned. Any surplus from the program cannot be returned to the students but will be placed in a scholarship fund for future students.

Student housing – please list any changes anticipated from last year. Please provide dates and locations so that we can cross check against invoices.
Class activities – please provide details.
Included with class activities is a contingency charge and insurance that are covered by Study Abroad. The contingency is not available for your program use, but is designated to cover unforeseen circumstances that arise in a region. This is mandated by the Provost.

ADDITIONAL COSTS - These are costs we provide to financial aid and are expected to be paid directly by the student.