In collaboration with the Office of International Affairs, Ohio State's 14 colleges are actively involved in setting program fees for faculty-led and Ohio State sponsored programs. The Office of International Affairs researches expenses for airlines, vendors, host institutions and other providers and distributes estimated costs to the colleges for review with their fiscal officers before program fees are finalized. A calendar of activities and deadlines for setting fees keeps programs on track so that students can be informed of the program fee in a timely manner and plan accordingly.
The Office of International Affairs selects host institutions, program providers and travel agents based on their ability to provide responsive, high quality, safe program arrangements at a fair price. When the unexpected occurs, these entities can provide the Office of International Affairs with support, information and solutions.
It is important to be aware that the Office of International Affairs does not work directly with hotels, airlines, bus companies, guides, museums, theatres, etc. Travel services are secured only through Ohio State’s designated travel providers.
Setting program fees
- The Office of International Affairs will work with vendors, host institutions and other providers to make program arrangements and establish the cost of program services. Travel arrangements (hotels, airlines, bus companies, etc.) are secured through Ohio State’s designated travel providers.
- The Office of International Affairs will send an itemized program fee worksheet for each college’s faculty-led or Ohio State-sponsored programs to the college senior fiscal officer in advance of publishing the study abroad program fee.
- The senior fiscal officer will be responsible for reviewing the program fee worksheet, recording the college’s level of financial support if applicable, and returning the Program Fee Worksheet to the Office of International Affairs.
- The Office of International Affairs will publish the program fee after receipt of the Program Fee Worksheet from the senior fiscal officer.
- The deadlines for faculty led programs includes important milestone dates for setting program fees. These dates are set based on our experience working with airlines, vendors, host institutions and other providers and cannot be changed.
- The Office of International Affairs cannot make payments directly to vendors in excess of $50,000.
- Providers must meet Office of International Affairs and university service, quality and safety expectations. The Office of International Affairs reserves the right to deny use of any provider(s) that do not meet expectations.
- Please note that resident directors are not permitted to drive with students as passengers while abroad unless a petition has been approved by the university's International Travel Policy Committee.
- If resident directors have taken on the responsibility to develop the in-country itinerary, a proposed list of required services/activities or a detailed day-to-day itinerary must be submitted to the Office of International Affairs which will then be forwarded to the host institution or university-designated travel agencies for a quote by the established deadlines (please ask your coordinator for more information).
Itinerary deadlines and travel arrangements
- Academic departments and resident directors are expected to propose a list of required services/activities or a detailed day-to-day itinerary to the Office of International Affairs, which will then be submitted to the host institution or university-designated travel agency for a quote.
- Education abroad coordinators will make group international and in-country arrangements only through the use of Ohio State's designated travel agency – with the exception of programs managed by a host institution or in cases when airfare is arranged by the individual participant.
Budgetary deadlines and viability of program
If sufficient budget information has not been provided by the host institution, vendor or resident director by the program budget deadline, program viability will be assessed by the Office of International Affairs after consultation with the college education abroad liaison, academic unit, and may result in cancellation.
- The Office of International Affairs will determine the per person amount for emergency funds to be included in the program fee.
- In consultation with resident director(s) and/or relevant academic unit, the Office of International Affairs will determine the minimum number of students required to run the program.
- Resident directors will have one opportunity to ask the Office of International Affairs to make revisions to the program budget prior to review by the college senior fiscal officer and advertising the program fee.
If the number of viable applicants falls below the predetermined minimum after the program application deadline, in consultation with the college senior fiscal officer:
- The application deadline may be extended (when possible).
- The academic unit sponsoring the program agrees to provide financial support so the program does not run at a loss.
- The program is cancelled.
Revenues and expenses reconciliation
The Office of International Affairs bears responsibility for reconciling the program revenues and expenses after its completion. Surpluses and/or deficits will be transferred to the academic unit in consultation with the college education abroad liaison and senior fiscal officer.
If you have any questions, please contact Leslie Anderson.