For basic information on paying for activity program costs, see the At a Glance table below. For more detailed information, see the sections on activity policies and payment methods below.
At a Glance
| Activity Type | Payer | Payment Method | Documents/Information Needed |
| Tours | Program Director or Study Abroad F&A |
Field advance debit card or cash withdrawn from field advance card or Advanced payment by Study Abroad F&A |
Original itemized receipts included with field advance documentation or Detailed invoice with payment information |
| Museums/Galleries | Program Director or Study Abroad F&A |
Field advance debit card or cash withdrawn from field advance card or Advanced payment by Study Abroad F&A |
Original itemized receipts included with field advance documentation or Detailed invoice with payment information |
| Live Entertainment | Program Director or Study Abroad F&A |
Field advance debit card or cash withdrawn from field advance card or Advanced payment by Study Abroad F&A |
Original itemized receipts included with field advance documentation or Detailed invoice with payment information |
Open the sections below to see more information on paying for program activities
Activities such as tours, museum visits, live theater, and sports games, are often integral parts of study abroad programs. In most cases such activities are paid by the Program Director(s) with field advance funds. Some things to keep in mind:
| Pre-departure Activities | Some Program Directors may choose to include a cultural activity in their pre-departure orientations. Make sure to include these in your program budget |
| Church or Religious Site Donations | UW policy prohibits program funds being used to pay for charitable gifts or donations. However, if a donation is explicitly or implicitly expected in order to grant admission to a site, program funds may be used. Make a note of this in your field advance report if you use field advance funds, or simply title the expense “Admission” |
| Payment for Activities Before Program Confirmation | In cases where activity tickets or costs must be paid before your program is confirmed, such as theater tickets, consult with SAFA about payment options. Departmental funds are often used to purchase tickets and reimbursed with program funds after program confirmation. Be advised that if your program is not confirmed, your department is responsible for covering any funds spent on program expenses |
| Field Advance | Most activities in the field are paid for with cash withdrawn from the field advance debit card or with the card itself.
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| Advance Payment by SAFA | SAFA is happy to make payments with a credit card or wire transfer before your program start date for any activities. Please send us an invoice to request a payment. Note: Some vendors and countries have “card in hand” policies that require the Program Director to present the credit card used to pay for an activity when your group arrives. Make sure to research whether or not your vendors or program locations have such policies before requesting advance payment by SAFA |
| Rome Center | If your program is located in Rome, the Rome Center administrators can arrange and pay for local activities on your behalf. Consult with your Program Manager to make arrangements for such payments. We can also put some funds in your field advance for activities if you anticipate paying for some of these in person You do not need to keep any tickets or other receipts for these expenses unless specifically advised to do so. The Rome Center provides SAFA with payment receipts to reconcile charges to your program budget. Retain receipts for any purchases you make with your field advance to be included in your reconciliation documentation |