Domestic Short-Term TravelOur office is available to facilitate the process to include short-term domestic travel as part of their course. Study Abroad Services works with Domestic Study Tours where the students are responsible for travel charges in an amount greater than $200 per student. If the program will be less than $200 per student, you may work directly with Customer Account Services (email@example.com, 701-231-8782) to have the fee attached to the course.
Study Abroad Services will assist with the following:
- Student billing,
- Financial aid and loan budgeting,
- Program budget and accounting assistance.
Timeline for SubmissionsThe timeline to submit the cost to be billed to students is in alignment with course enrollment, but with an advanced window to ensure the cost is in place before the enrollment period begins.
Fall Course - March 15th
Spring Course - October 15th
Summer Course - March 15th
Instructions for ApprovalThis Domestic Group Travel Request Form.xlsx is to be used for Domestic Study Tours offered in conjunction with academic coursework, where the students are responsible for travel charges in an amount greater than $200 per student, in addition to the tuition for the course. Please email the completed form to firstname.lastname@example.org.
Department or College Contact Information:
The individual listed as the primary contact must have familiarity with all aspects of the tour, in order to be able to answer questions pertaining to the trip costs before, during, and after the travel dates.
A copy of the intended travel itinerary may be attached, if it includes all information requested in this section.The purpose of travel should illustrate how the tour will enhance the academic coursework. Please include ALL cities and states that are part of the tour itinerary and the intended dates of travel.
All student travelers must complete the NDSU Field Trip forms to be kept on file with the academic department following the Student Travel Procedures. All participants must enroll in the course as that is how they will be billed for the field trip.
Submit the course information (i.e. ARCH 471, 3 credits) and indicate whether it is a required course for degree completion (major, minor, Gen Ed). We need this information for Financial Aid purposes, as any field trips for elective courses do not qualify for additional aid. The Academic Term and Year must coincide with when the student is registered for the course, regardless of when travel takes place. For example, if the course is taken Fall of 2017, but travel will take place in January of 2018, Fall 2017 would be considered the Academic Term and Year.
Cost per Student must be the final cost, with the same amount charged to each student. If there are any exceptions to this, written documentation must be provided. The cost for the program will be attached to course enrollment, so it is very important that all students who are committed to attending enroll in the course. If students withdraw from the course after payments are made on their behalf it will have a direct effect on the budget.
The payment Due Date will follow the tuition payment deadlines for the semester in which the students are enrolled.
Funds will be centrally located in the Study Abroad Services in/out fund as that is where the funds are deposited when the students pay. Departments can utilize that funding string when paying invoices or using the Purchasing Card, but keep in mind that the approval forms must be signed off on by Study Abroad Services after being processed by the department through the standard Accounting and Purchasing practices.
Many times payments must be made in advance to hold space for the group or to book flights, which is allowable as soon as the program cost has been setup through Study Abroad Services. Please ask for details for the funding information to be used.
A student must initiate their intent to withdraw from the program by email to both the primary contact and email@example.com. If students withdraw from the course after payments are made on their behalf it will have a direct effect on the budget. Most likely the students will be responsible for any costs incurred on their behalf prior to their withdrawal.
If, after the completion of the tour, a significant amount of the funds were unused, leftover monies will be prorated back to the students.