Before any expenses are paid, the sponsor must have an approved travel request on file with the Travel Department. A zero request is acceptable if the sponsor will not be expecting reimbursement for any expenses. However, any out-of-pocket expenses that the sponsor anticipates should be included with the original request as no expense reimbursements can be made from a zero request.
All of the other expenses associated with the study abroad program are paid by the Accounts Payable Department or by using the Purchasing Department's procurement card. Airfare, hotel, etc. cannot be paid with a department's pro-card.
The department should make arrangements with a travel agent, airlines group travel section, or ground transportation provider. Once the price and payment terms are known, payment can be made by:
The department should make arrangements with a travel agent or hotel. Once the price and payment terms are known, payment can be made by:
The department should enter a requisition and forward an invoice or billing statement to Accounts Payable. If the program host requires installment payments, AP will process them according to the schedule provided. If funds are to be wired, the invoice must contain detailed wire instructions and currency requirements (US dollars, Euros, etc.).
NOTE: Purchase orders to vendors who require funds to be wired should include a line for bank wire fees. Funds will be wired from Regions Bank and the fee charged back to the SFA account number on the purchase order.
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