Planning a Student Trip

Steps for Planning Student Trips outside of the normal budget structure

• Propose new program (proposal must be submitted two terms before proposed program)
• Program Organizer seeks approval from Provost, providing:
  • Date of Program
  • Billing Term
  • Funding
• Submit a Budget
  • Submit a budget to the applicable Budget Director
    Note: For Washington College Programs that are planned outside the normal budget structure, funds have to be available in the applicable budget before a new program will be approved.
  • Budget Director reviews and if program is approved, informs the Program Organizer, the Registrar, the Director and the Assistant Director of Accounts Receivable

Once a program has been approved:

• The Registrar builds the class
• Accounts Receivable writes the billing table and determines bill due date
• Financial Aid reviews Aid availability
• Program Organizer provides due date for nonrefundable deposit required and submits roster to the Registrar and Accounts Receivable

Students need to be instructed on how to pay deposits, properly noting what payments are for so that they are properly allocated.

Students should use the ACI payment portal (Credit Card & Electronic Payments) for trip payments.  The Student ID # box should include what trip the payment is to be applied, e.g.:

Payments made for a trip will be allocated to the Student.  The payments will not appear on the Student’s account until the semester the trip occurs.  When the semester including the trip is officially billed to the Student, all payments made will be moved from the allocated location to the Student’s account and will then be visible to the Student.

Questions? Contact the Budget Director.