Managing Program Funds and Expenses

Program funds, whether paid via student fees, University funds, or a combination of the two, should be utilized to support the academic activities and essential logistics of the education abroad program.  In the most general terms, program funds:

• Can be used for academic activities and cultural experiences, distributed equally among students.
• Can be used for meals, lodging, and transportation for instructors.
• Can be used for student transportation, lodging, and some group meals.
• Cannot be used for expenses related to guests of program leaders or the purchase of medicine, alcohol, gifts, or any other non-program related expenses.
• For embedded courses, student fees cannot be used toward employee compensation

Funds policy

Penn State funds used abroad must be properly documented with receipts.  In situations where a receipt is not available (e.g. taxi in a developing country), then a signature must be obtained from the receiving party with the amount paid and the date the payment was made.

Program leaders are expected to uphold Penn State core values and make ethical decisions in consultation with Global Programs while leading a program abroad.  Penn State core values include integrity, respect, responsibility, discovery, excellence and community.

Alcohol policy

A program leader is not permitted to purchase alcoholic beverages for themselves or any member of their program group with program funds.  Furthermore, although Penn State does not have an articulated policy on employee alcohol consumption with students, Global Programs takes a strong and firm stance against doing so for the following reasons:

• Students who are of legal age to consume alcohol abroad may choose to do so at their own preference. Although alcohol can be consumed responsibly together, students may continue drinking after the faculty leader has departed and irresponsible behavior could result.
• With the presence of social media, the perception of a program leader drinking with students may be misconstrued in the public sphere.
• Program leaders spend a tremendous amount of time with students both in and out of the classroom abroad. This constant contact can blur the lines between leader and participant.  Refraining from drinking with your students, even minimally, can help to delineate this distinction.