Documenting Program Expenses

LEARNING CONTENT

UP Purchase Card  

The Faculty leader is responsible for submitting all required information to be eligible to use a UP Purchase Card to pay for all expenses related to the program as determined by the program budget. If the Faculty leader already has a PCard, the program index can be added to the existing program card rather than obtaining a second, program-specific PCard. Guidance will be provided by the Study Abroad Office. (All policies as outlined in the PCard Handbook, apply to expense reconciliation for Study Abroad programs.)  

Program Expenses   

Faculty cannot be compensated for any monies spent that were not previously authorized in the program budget except in case of emergency.   

Faculty will receive a breakdown of allowable program expenses prior to departure from the Study Abroad Office.  These will all be detailed in the program budget.  

All other program expenses which cannot be paid in advance by the Study Abroad Office and must be paid for on- site should be paid using a University of Portland Purchase Card, if possible. These expenses include but are not limited to:   

• Program group meals included in the budget.   
• Entrance fees to museums, sites etc. per the program schedule and included in the student program price.   
• Discretionary funds for additional meals, activities, excursions, etc. per the budget.   

NOTE: The Faculty Director is required to obtain and carry a University of Portland Purchase Card for the duration of the program in case of emergency.   

Expense Reconciliation   

IMPORTANT: The Faculty Director is responsible for reconciling all program related expenses in a timely fashion. Receipts are required for ALL expenses (paid in cash or using the University of Portland Purchase Card). Non-receipted expenses cannot be reimbursed. Also, for study abroad program leaders, please be aware that most credit cards now charge foreign transaction fees. A fee of 2% will be applied to all charges made outside the U.S. using the University of Portland Purchase Card. To receive reimbursement for these fees, Faculty Directors should upload a copy of their University of Portland P-Card statement along with their other receipts. Foreign transaction fees are not reimbursed for any other credit cards.