Business Policies

Policy 5-4: Program Travel - Budgetary Procedures

  • Issued: 1-1-86
  • Revised: 8-02

I. PURPOSE

To codify policy and establish budgetary procedures and responsibilities for Program Travel.

II. GENERAL

A. Applicability - These policies and procedures apply to all faculty, staff and employees of the College who travel with students on behalf of the College.

B. Responsibility - It is the responsibility of both the faculty member associated with Program Travel and the respective approving authorities (Vice Presidents, Deans, Directors or Department Heads, or other Administrative Officers charged with budgetary control of student funds) to ensure compliance with College rules and regulations.

C. Definitions - Program Travel is categorized as follows:

1. Field Camps/Schools - This category would include international programs run through the College's regular academic curriculum.

2. Trimesters Abroad - This category would include international programs run through the College's regular academic curriculum.

3. Innovative Months - An approved off-campus class taught and supervised by Fort Lewis College faculty member(s). These programs run through the Office of Extended Studies.

4. Program Director - Designated faculty member of Fort Lewis College.

5. Participant - Registered students of Fort Lewis College who have paid required tuition, fees and applicable program costs by established deadlines.

III. POLICY

A. Travel Using College Funds - It is the responsibility of both the Program Director and the respective approving authority to ensure that all travel funds are used for the benefit of the participant and that such travel is accomplished at the most economical and reasonable cost.

B. Budgetary Responsibilities

1. Field Camps/Schools: It shall be the responsibility of the Program Director to complete and return an Field Camps/Schools Data Sheet, linked here, to the Office of Facilities Planning and Contracts and Grants Administration by the first week in December of the fiscal year in which the field camp/school is to occur.

2. Innovative Month: It shall be the responsibility of the Program Director to complete an Innovative Month Data Sheet. Copies of the data sheet will be submitted as part of the information given to the Off Campus Committee with a copy being sent to the Office of Facilities Planning and Contracts and Grants Administration.

3. The Controller will assign a unique organization number for each approved Program Travel. The organization number will be used in succeeding years for reoccurring programs.

4. It will be the responsibility of the Program Director to use the assigned organization number when submitting the following required forms:

a) Request for Payment - (Linked here) Used to pay pre-paid expenses.

b) Requisition - Used to purchase goods or services associated with the program.

c) Travel Authorization - (Linked here) Used to request permission to travel on behalf of the College.

5. It shall be the responsibility of the Program Director to monitor proper payment of tuition, general fees and program fees paid by participants and ensure that they are complete and up to date before requesting a cash advance with the issuance of a Cash Advance Request.

6. It shall be the responsibility of the Office of Facilities Planning and Contracts and Grants Administration to ensure that all participants are registered and paid in full prior to approval of a cash advance.

7. It shall be the responsibility of the Facilities Planning Office to insure that the correct organization number is provided to the cashier when deposits, collected by the Extended Study's office, are made on Innovative Month Programs. It shall be the responsibility of the Cashier's Office to ensure proper coding of monies paid by participants in Off-Campus programs.

8. The Office of Facilities Planning and Contracts and Grants Administration shall be responsible for dictating guidelines and providing formats for the maintenance of accounting records by the Program Director.

9. It is the responsibility of the Program Director to monitor monies received through a cash advance by maintaining proper accounting records on the use of funds.

10. Prior to departure, it shall be the responsibility of the Office of Facilities Planning and Contracts and Grants Administration to present established guidelines to the traveling authority for reconcilement of the monies spent.

11. Seven days after return from the Program Travel, it is the responsibility of the Program Director to contact the Office of Facilities Planning and Contracts and Grants to reconcile their account in order to close the program.

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