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Study Abroad

Study Abroad programs are handled by the International Academic Services (IAS) Office. Please contact IAS for general questions regarding Study Abroad Programs; however, please read this web site for information regarding a purchasing tool for professors to use for their Study Abroad programs.

The Accounts Payable Office provides a purchasing tool for professors WHO TRAVEL WITH STUDENTS for a Study Abroad program. Professors in charge of a Study Abroad program may be provided a UMW Finance Card that can be used to pay for expenses (airfare, hotel, meals, other transportation, etc.) directly related to their specific Study Abroad program(s). Study Abroad programs are funded with 8 Funds (a Banner FOAP that starts with an "8") and are therefore allowed under UMW's exception with the Commonwealth to be able to use the UMW Finance Card.

If you are a UMW Study Abroad professor, please contact payables@umw.edu to get information about UMW Finance Cards for Study Abroad.

The UMW Finance Card for Study Abroad is in the name of the professor who is responsible for the Study Abroad program. The Professor is NOT allowed to use the Card for personal expenses for any reason. The Card is to be used for the specific Study Abroad program for which (s)he is responsible. Although UMW pays the UMW Finance Card directly, the Professor is ultimately held responsible for ALL charges made against the Card and must reimburse UMW for any inappropriate expenditures.

Procedures

  1. The Study Abroad professor will contact the UMW Program Administrator (PA) in the Accounts Payable department to request a UMW Finance Card for Study Abroad.
  2. The UMW PA will verify the program with the IAS office and will give the professor an Employee Agreement to sign.
  3. After receiving a signed Employee Agreement from the professor, the UMW PA will order a UMW Finance Card with the professor's name on the card.
  4. The UMW PA will notify the professor when the Card has arrived.
  5. The professor will go to the Accounts Payable office to pick up the Card.
  6. The UMW PA will give the professor the UMW Finance Card to use for official Study Abroad business. The UMW PA will also provide a copy of the Employee Agreement, if requested.

IMMEDIATELY upon returning from the Study Abroad travel, the professor is responsible for submitting to the **Cashier:

  • Detailed, itemized receipts IN DATE ORDER (earliest date to latest date) for EACH transaction that is on the Card.
  • All ATM or cash withdrawal receipts ALONG WITH receipts that show how the cash was used.  NOTE:  If receipts are not given as a normal business practice for certain services in other countries, written documentation stating such fact and showing how the cash was used MUST be submitted.
  • The physical Card.
  • Any documentation to help explain any unusual circumstances. 
  • Any cash that needs to be deposited. (Deposits MUST BE US DOLLARS!)

**NOTE: If the Study Abroad professor prefers to submit the receipts, documentation, and Card to the UMW PA, that is allowed. The professor should notify the Cashier and the UMW PA that the professor's preference is to submit the documentation to the UMW PA. The professor and the UMW PA will set up a time to meet.

The Cashier will review the documents and enter information on-line in the Bank of America WORKS system and will forward the receipt packet to Accounts Payable for final review. The Accounts Payable department will email the professor about any expenses that are questionable. The professor is responsible for reimbursing UMW for any inappropriate expenses.