For basic information on paying other program expenses, see the At a Glance table below. For more detailed information, scroll past the table and click on the appropriate section.
At a Glance
Expense Type | Payer | Payment Method | Documents/Information Needed |
Course Materials | Program Director or Study Abroad F&A |
Out of pocket or Field advance funds (while in field) or Study Abroad F&A credit card |
Reimbursement Form and itemized receipt(s) to Study Abroad F&A for reimbursement or Original itemized receipt(s) with field advance documentation or Detailed information for direct payment by Study Abroad F&A |
Supplies and Equipment | Program Director or Study Abroad F&A |
Out of pocket or Field advance funds (while in field) or Study Abroad F&A credit card |
Reimbursement Form and itemized receipt(s) to Study Abroad F&A for reimbursement or Original itemized receipt(s) with field advance documentation or Detailed information for direct payment by Study Abroad F&A |
Communications | Program Director | Out of pocket (personal phone) or Field advance funds (while in field) |
Reimbursement Form and itemized receipt(s) to Study Abroad F&A for reimbursement or Original itemized receipt(s) with field advance documentation |
Banking Fees | Study Abroad F&A | Directly charged to field advance card or wire payment fees |
N/A |
Student Visas | Students or Program Director | Out of pocket/Reimbursement | Reimbursement Form and itemized receipt(s) to Study Abroad F&A for reimbursement |
Faculty/Staff Vaccinations | Program Director | Out of pocket/Reimbursement | Reimbursement Form and itemized receipt(s) to Study Abroad F&A for reimbursement |
Course Materials
Payer/Payment Method | Other Information |
Students or advance payment by SAFA |
|
Advance payment by SAFA or UW cost transfer or Program Director via field advance
- If you have copies made or print course materials while in Seattle, SAFA can pay in advance with a credit card or with your program budget number if they are ordered from a UW copy center.
- Pay for copies and printing in the field with your field advance and retain receipts to submit with field advance documentation.
- If the Rome Center does any copying or printing for your program, they will bill our office directly
Payer/Payment Method | Other Information |
Supplies and Equipment
Payer/Payment Method | Other Information |
Program Director via field advance funds or Out of Pocket/Reimbursement | For office supplies and any other small items to be used during your program, use your field advance funds. We generally load your card a week before you leave so you can buy supplies in Seattle if you would like. We are also happy to reimburse you for any supplies you buy with personal funds. Submit your receipt(s) with a completed Reimbursement Form |
Payer/Payment Method | Other Information |
Advance payment by SAFA | If the purchase of equipment is integral to your program, SAFA is happy to purchase it on your behalf. Please send us a url or instructions for buying the item(s) you need.
Please be aware that any equipment you buy with program funds belongs to the program and must be stored in the Study Abroad office when your program is not running. Contact SAFA for more information |
Communications
Payer/Payment Method | Other Information |
Program Staff Member out of pocket/reimbursement | Many Program Directors and staff elect to use their personal cell phones while abroad by adding an international plan temporarily. Following your program, submit the cell phone bill(s) from your program and a bill showing the amount due for your usual use, plus a completed Reimbursement Form, and SAFA will reimburse you the difference. |
Payer/Payment Method | Other Information |
Program Director via field advance funds | Another alternative is to purchase a “disposable” phone in your program location or to purchase international minutes for your personal phone. These would generally be paid for with your field advance. |
Banking Fees
Payer/Payment Method | Other Information |
Field Advance Cardholder | Allow for 2-3% of your total field advance to pay as banking fees. All fees are automatically charged to your card Tips for keeping fees lower:
|
Payer/Payment Method | Other Information |
SAFA | Each payment made to a foreign vendor by wire transfer incurs a $15 fee |
Student Visas
A visa is official permission granted by the authorities of the countries where you will study or travel, which allow you to enter and remain in that country. The visa is your entry or residency permit which usually appears as a stamp in your passport. Most students going on programs for 90 days or longer need a visa; some programs of shorter duration also need visas.
Please note that International Students must arrange for any visas they require as a citizen of their home country.
If your program location requires your students to apply for visas in order to visit, you have two options for purchasing them:
Students Pay | You may choose to have your students apply for and purchase their own visas |
You Pay | Or you may choose to include the visa fee in your program budget and purchase visas for all of your students.
|
Faculty/Staff Vaccinations
Program budget funds can be used to pay for any vaccinations required by the CDC for travelers to certain locations. Send your receipt along with a completed Reimbursement Form to SAFA for reimbursement. Please note that program funds cannot be used to pay for doctor’s appointments, only vaccinations.
UW Hall Health has a Travel Clinic that provides many services to UW students, faculty, and staff. See their website for more information.