Study Abroad

Program wrap-up

Grade Submission

About one week before your program ends, UW Study Abroad will send you a grade report form, populated with your students’ names and student numbers. You will add your contact information, the course information, and numerical grades. You will send the completed grade report form to UW Study Abroad via a drop box link that we will email to you. When opening the grade report spreadsheet, be sure you are on the tab entitled “Grade Report.”

Following the same schedule for classes taught on campus, grades are due to UW Study Abroad by the first Monday after the end of the quarter in which the program was offered. All coursework and assignments from your study abroad program must be completed within the quarter the students are enrolled. There are no exceptions to this rule. Credit and grade submission affect students’ registration, financial aid status and graduation date.

Students must receive credits and grades for all the courses offered on the program. Course numbers must be valid and approved by the sponsoring department for the quarter in which the program is offered. For information about “incomplete” reporting options, please visit the UW Grading System website.

Student Evaluations

Students will be given the opportunity to evaluate your program using an online survey. The survey will be emailed directly to students within the final few weeks of the program and they will have until the grade reporting deadline to complete the evaluation. UW Study Abroad will share the results of the evaluation with program directors via an online link after grades have been reported.

Program Director Report

Upon return we will ask you to complete a brief survey that covers your experience working with UW Study Abroad, the management of any incidents that occurred, and any general feedback you wish to share. We will send you the link to this survey once we have compiled your program evaluations and we are ready to send those evaluations to you. This report is an opportunity for program directors to give UW Study Abroad a constructive assessment of things that worked well versus things that could have been done differently. This report is extremely useful as a means of evaluation for departmental chairs, deans and UW Study Abroad. It is also a great opportunity for program directors to reflect on their experience abroad and help determine the direction of future programming.

Field Advance Reconciliation

When you return from your program, please send the following materials to Study Abroad F&A within 30 days of the end date of your program.

ITEM DETAILED DESCRIPTION/PREPARATION INSTRUCTIONS
Field Advance Expenditure Spreadsheet List all of your expenses on the Expenditure Spreadsheet supplied to you by Study Abroad F&A before your departure. Send an electronic copy to uwsafa@uw.edu.
Receipts Tape all of your receipts to 8 ½ x 11” paper in the order they are listed in your Expenditure Spreadsheet. Number them accordingly. See below for more instructions on preparing your receipts.
Signed Perjury Statement Enter each expense for which you have no receipt on to the Perjury Statement with their line item number from the Expenditure Spreadsheet. Be sure to sign it.
Western Union Card(s) Study Abroad F&A will hold on to your card(s) until the next time you lead a program.

Receipt Preparation

Please keep the following in mind when you are preparing your receipts.

  • You may tape as many receipts as fit on one side of a piece of paper, but all of each receipt must be visible.
  • Please do not tape over any text on your receipts. Many receipts are printed on thermal paper with ink that disappears when it is taped over.
  • If you have multiple copies of one receipt, e.g. a museum admission ticket, tape one receipt to your paper and add a note that stipulates how many were purchased

What We Do with Your Field Advance Documentation

When we receive your field advance packet after your program has concluded, we take the following steps:

  1. Export records of all account activity on your Western Union to compare with your Expenditure Spreadsheet; enter actual USD amounts charged for point of sale purchases to the appropriate line items.
  2. Audit receipts and line items entered on your Expenditure Spreadsheet
  3. Enter the total amount charged as ATM and exchange fees on your Western Union card as a line item
  4. Assign exchange rates to cash expenditures based on actual exchange rates received when cash was withdrawn
  5. Compare total amount of cash withdrawn and total amount of cash expenses. Any significant difference will be reported to you.
  6. Scan all receipts
  7. Send copies of field advance accounting and receipts to the UW Field Advance Office to close out your field advance.

Meal per Diem Advance Reconciliation

If you received a meal per diem allowance as an advance before your program began, Study Abroad F&A must submit a reconciliation of your meal per diem to Ariba. This attests that you spent all of the funds that were advanced to you. Please watch your email for an approval request from Ariba and approved it as soon as possible.

Program Expense Deadline

All program expenses must be paid by and/or submitted to Study Abroad F&A by the end of the quarter following your program. For instance, if your program ran in Autumn Quarter, the deadline for charging expenses to your program budget is the last day of Winter Quarter. This includes all reimbursement requests and post-program project expenses.

Program Balance

Once your field advance has been reconciled and all program expenses have been posted to your budget, Study Abroad F&A will audit all costs put on your budget for your program and supply you with your final program balance. This balance will be applied to the next iteration of your program, whether it is a surplus or a deficit.

Be advised that any funds over a $10,000 surplus will be transferred to the Office of Global Affairs Bridge Fund and cannot be applied to your next program. Any significant deficits will be reported to your Program Manager so they can work with you to formulate a plan to make up the deficit.

Please note that Rome Center administrative and facility fees are not processed until 3-6 months after the end of a quarter, and thus delay the finalizing of your program balance.