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Study Abroad

Payment methods

As you research vendors and potential costs for your study abroad program activities, keep in mind the following payment methods available to you. It is important to make sure your expectations and your vendors’ expectations are consistent with UW and Study Abroad payment policies and procedures.

Payment Method Paid By Time Required Items Payable by This Method
SAFA Credit Cards SAFA 1-3 days
  • Airfare
  • Faculty and student lodging
  • Activities (museum admission, live shows, tours, etc.)
  • Transportation costs (rail passes, charter bus/van rental)
  • Pre-departure orientation food
  • Supplies and equipment
Wire Payments via UW Procurement SAFA via UW Procurement 4-6 weeks
  • Faculty and student lodging
  • Local Coordinators
  • Long-term Independent Contractors (guides, translators, instructors)
  • Charter buses/vans
Interdepartmental Cost Transfer SAFA 1-3 days
  • UW Copy Center copies/printing
  • Pagliacci or Bay Laurel catering
Field Advance Program Director N/A
  • Expenses that can only be paid in the field
  • Honoraria (one-time/event services)
  • Faculty and Staff ground transportation to and from airports
  • Student meal/activity allowances
Meal per Diem SAFA via UW Travel See Meals and Meal per Diems web page Faculty and staff meal per diem allowances. Make sure you and your staff members have set up direct deposit in Workday so your meal per diem is directly deposited to your personal bank account
Local Coordinator SAFA in 1-2 payments via Wire Payment 4-6 weeks
  • Can make payments for items on your behalf such as lodging, meals, transportation, and activities
  • Funds for these purchases plus local coordinator fees and expenses can be paid in 1-2 lump sum payments
Rome Center Rome Center 1-2 weeks See Rome Center section below
Leon Center Leon Center See Leon Center section below
Out of Pocket/Reimbursement Program Director Reimbursement in 1-2 weeks We encourage you to use all possible other payment methods before you use your own money to pay for program expenses. If for some reason you must use your own funds, submit your receipt(s) and a completed Reimbursement Request Form to SAFA.

Note that you must elect to receive reimbursements via direct deposit in Workday, or you will receive a check.

Rome Center

If your program is located in Rome, our administrative staff at the UW Rome Center will make various arrangements for you, including booking faculty, staff, and student housing, and classroom or studio rental. Please note that a classroom must be booked a minimum of 3 days a week; studio-based programs must be booked 7 days a week for the duration of the program. The staff will also arrange (including coordination, administration and prepayment for) all aspects of local, regional, and national excursions, including but not limited to admission and reservations to historic sites, museums, etc., accommodations, and ground transportation. See below for the Rome Center’s current rates and estimates for various activity and excursion costs.

In return for this administrative support, the Rome Center charges an administrative fee per student that will be added to students’ program fees and later charged to the program budget. All fees are billed directly by the Rome Center or their vendors and paid by SAFA.

For current Rome Center Fees, see the Rome Center website. View Rome Center program policies here.

Leon Center

If your program is located in Leon, Spain, the UW Leon Center administrator will make various arrangements for you, including classroom accommodations in the Palacio del Conde Luna. They can also make other arrangements on your behalf such as program staff lodging, student homestay accommodations, program promotion, and field trip coordination. See below for the Leon Center’s current rates and estimates for various activity and excursion costs.

In return for this administrative support, the Leon Center charges an administrative fee per student that will be added to their program fee and later charged to the program budget. Your program must also pay an overhead fee to the UW Leon Center’s partner institution in Spain, FGULEM, which will make most of the requested arrangements for your program. All fees are billed directly by the Leon Center or FGULEM and paid by SAFA.

For current Leon Center Fees, see the Leon Center website.