Study Trip budget worksheet by 7huyI83

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									SAIC STUDY TRIP BUDGET
                Program Title                                                                            Form Completion Date:



    This spreadsheet will be used to calculate an estimated Program Fee. Refer to the Faculty Proposal Workbook and the
    "Additional Considerations" column on the right to help guide your decision-making. Work through each section carefully and
    only make adjustments to the gray boxes and text. Some areas may already be populated based on SA policy or past trip
    estimates. Feel free to adjust if they do not accurately reflect your program costs. Formulas are pre-programed and should only
    be adjusted if you are adding rows/items. Estimated expenses should be listed in US Dollars and include all tips and taxes. Please
    refer to Oanda.com for currency conversions. Use dollar amounts that are as precise as possible in order to caculate the most
    accurate program fee.


Anticipated total number of enrolled students:                      16      Change this number to see the impact on cost/student. SA requires a 16-student minimum.

          Anticipated total number of faculty:                      2                      List here: Faculty #1, Faculty #2, etc.


A. STUDENT EXPENSES
    In this section, you will be estimating student costs per person; some of these items may be repeated for section B Faculty Expenses.
                                                                                       Estimated Expense                        Additional Considerations:
    Transportation                                                                                                         On-ground travel via bus, subway, local
                            Trip 1   Description                                       $        -       cost of 1 ticket   trains, etc. Reference your Itinerary to
                            Trip 2   Description                                       $        -                          help you plan. Remember, all travel is
                            Trip 3   Description                                       $        -                          bold and italicized. If you have more
                                                                                                                           than 6 trips, select row 19, right-click and
                            Trip 4   Description                                       $        -
                                                                                                                           scroll to "Insert". Remember to include
                            Trip 5   Description                                       $        -                          this row in your formula. Include charter
                            Trip 6   Description                                       $        -                          bus rental in the fixed-price section
                                                              Transportation Total $           -                           below.


    Accommodation
1   Name,   Location                 $     -       per                      nights $            -                          Does the place of accommodation
2   Name,   Location                 $     -       person,                  nights $            -                          offer a group rate? This may reduce
3   Name,   Location                 $     -       per room                 nights $            -                          cost. Notice the cost must be
4   Name,   Location                 $     -       X                        nights $            -                          calculated per person, per room. See
                                                           Accommodation Total $               -                           "Accommodations" section on pg 13.


    Group Meals                                                                                                            Include tips and taxes. SA suggests at
         Budgeted cost per meal $        30.00         X            2       meals      $           60                      least 2 (an opening and closing meal)
                                                                                                                           be planned.

    Events
                         Event 1     Description                                       $        -       cost of 1 ticket

                         Event 2     Description                                       $        -
                         Event 3     Description                                       $        -
                         Event 4     Description                                       $        -                          Examples of ticketed events include
                                                                                                                           museum admissions, excursions, cultural
                         Event 5     Description                                       $        -
                                                                                                                           events and translators. When booking,
                         Event 6     Description                                       $        -                          ask if group rates or student discounts
                         Event 7     Description                                       $        -                          apply. Remember to include
                         Event 8     Description                                       $        -                          transportation costs to and from
                                                                                                                           excursions if not already covered in
                         Event 9     Description                                       $        -
                                                                                                                           transporation costs. Reference your
                        Event 10     Description                                       $        -                          itinerary, ticketed items should be red.
                        Event 11     Description                                       $        -
                        Event 12     Description                                       $        -
                                                                     Events Total $            -

    Fixed-Price Items
    These items are not affected by the amount of people participating. Costs are evenly distributed; fewer students will equate to a higher per person cost.
    Pre-departure Materials
                                                                                       $       -                           Books, copies, maps, etc.
    Honoraria
             Amount per speaker $          -           X                    speakers   $        -                          Honoraria payments can be used for
                                               1   Other                                                                   lectures given by artists/guides/docents
                                               2   Other                                                                   or gifts for hosts. SA suggest a $250 USD
                                               3   Other                                                                   payment for a 1-2 hour event. Consult
                                               4   Other                                                                   with SA for any increase. Please write in
                                                                  Honoraria Total $            -                           those events/payments that do not fit
                                                                                                                           into the standart $250 model.


    Project Materials                Description
                                                                                                                           Consider tools, supplies and safety
                                     Description
                                                                                                                           equiptment.
                                                           Project Materials Total $           -

    Classroom/Space Rental                                                                                                 Will you need a space to hold class
                Amount for rental $        -           X
                                                                            hrs./ $             -                          meetings? Noisy sidewalk cafes don't
                Amount for rental $        -                                days $              -                          work and your hotel may provide this for
                                               Classroom/Space Rental Total $                  -                           free.


    Other
                                1    Description                                       $        -
                                2    Description                                       $        -
                                3    Description                                       $        -
                                4    Description                                       $        -
                                                                                                                           List other fixed-price items not affected
                                5    Description                                       $        -
                                                                                                                           by the amount of students. For example:
                                6    Description                                       $        -
                                                                                                                           group travel via charter bus.
                                7    Description                                       $        -
                                8    Description                                       $        -
                                9    Description                                       $        -
                               10    Description                                       $        -
                                                                            Total $            -


                                                   TOTAL SECTION A                     $       60                          Cost per student



B. FACULTY EXPENSES                                                                                                        Page 1
    This spreadsheet will be used to calculate an estimated Program Fee. Refer to the Faculty Proposal Workbook and the
    "Additional Considerations" column on the right to help guide your decision-making. Work through each section carefully and
    only make adjustments to the gray boxes and text. Some areas may already be populated based on SA policy or past trip
    estimates. Feel free to adjust if they do not accurately reflect your program costs. Formulas are pre-programed and should only
    be adjusted if you are adding rows/items. Estimated expenses should be listed in US Dollars and include all tips and taxes. Please
    refer to Oanda.com for currency conversions. Use dollar amounts that are as precise as possible in order to caculate the most
    accurate program fee.

    In this section, you will be estimating your costs; remember all of your expenses are passed along to the students so try to keep costs low.
                                                                                         Estimated Expense                   Additional Considerations:
    Per Diems
                                                                                         $        -                    SA will calculate the maximum amount.

    Airfare                                                                                                            Estimate your round-trip travel. A 20% will
                                                                                  $                -
                                                                                                                       be added to account for increase in
                                              Airfare fluctuation allowance (20%) $                -
                                                                                                                       cost. See "Faculty Travel" on pg 13.
                                                                         Flight Total $           -

    Transportation
                                                                                         $         -                   This is linked to "Transportation Total" in
                                                  1 Other                                $         -                   Section A. If there are additional
                                                  2 Other                                $         -                   transporation needs (remember fixed-
                                                  3 Other                                $         -                   price items), list them here.
                                                               Transportation Total $             -

    Accommodation
1   Name,   Location                    $     -     per                         nights $           -                   Factor in the additional cost of single
2   Name,   Location                    $     -     person,                     nights $           -                   rooms as well as any additional nights if
3   Name,   Location                    $     -     per room                    nights $           -                   you are arriving early. Name, Location is
4   Name,   Location                    $     -     X                           nights $           -                   linked to those listed in Section A. See
                                                            Accommodation Total $                 -                    "Accommodations" section on pg 13.


    Group Meals                                                                                                        Include tips and taxes. SA suggests at
           Budgeted cost per meal $         30.00       X            2          meals    $            60               least 2 (an opening and closing meal)

    Events
                                                                                         $        -                    This is linked to "Events Total" in Section A.


    Other Travel
                              Trip 1   Description                                       $         -
                                                                                                                       Your own travel to and from airports or
                              Trip 2   Description                                       $         -                   train stations from just before the trip
                              Trip 3   Description                                       $         -                   starts until after it ends. Example, taxi
                              Trip 4   Description                                       $         -                   from your house to the airport and then
                                                                                                                       from the airport to the hotel, etc.
                                                                 Other Travel Total $             -

    Vaccinations                                                                                                       Check the Centers for Disease Control
                                                                                         $        -                    for recommendations.

    Visa                                                                                                               Is a tourist visa needed, check the
                                                                                         $        -                    country's consular website. Multiple

    Other
                                   1 Description                                         $         -
                                                                                                                       Please list additional costs that have not
                                   2 Description                                         $         -
                                                                                                                       already been considered such as art
                                   3 Description                                         $         -
                                                                                                                       supplies (if applicable).
                                                                         Other Total $            -

                                                    TOTAL SECTION B                      $        60
    Number of Faculty/Staff these expenses represent (linked above):              2
                                        TOTAL FACULTY EXPENSES                           $      120

    PROGRAM FEE CALCULATION
    These fields are automatically calculated.
                                         Student Expenses (Section A Total)              $         60
                                       Total Faculty Expenses (per student)              $          8
                                                  Exchange rate fluctuation      3%      $          2      Change to "0%" if you are not using another currency

                                            Contnigency/Emergency Fund           5%      $          3      Adjust the percentage if the suggested 5% is not enough


     TOTAL ADVERTISED PROGRAM FEE* PER STUDENT
            *All literature must state that this figure is subject to change.             $      73

C. ESTIMATED EXPENSES WHICH ARE NOT COVERED BY THE PROGRAM FEE
    In this section, you will be estimating additional costs that the students need to know about. Although you cannot anticipate a student's
    spending, you should inform them that they need to budget for these items.
                                       International Cellphone plan               $        -              Costs range depending on country
                                                        Passport                         $     165.00                  *Current US Passport fee (as of May '12)
                                                             Visa                        $         -                   Is one needed for tourism
                                         Required vaccinations                           $         -                   Check the CDC
                          Round trip transportation (estimated)                          $         -                   Try kayak.com for cost comparisons
                     Additional transportation (during program)                          $         -                   Student travel to/from airports or train stations

                                               Additional meals                          $         -                   NOT covered by the Program Fee
                                                     Art supplies                        $         -                   Included in Program Fee?
                     Minimum tuition (3 cr. undergraduate rate)                          $    3,834.00                 Per credit: UG-$1,278 GR-$1,356 (for W'13 and S'13)
                                                           Other:                        $         -
                                                           Other:                        $         -
                                 TOTAL ADDITIONAL EXPENSES                               $ 3,999




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