Winter Interim 2017
TRAVEL COURSE INSTRUCTIONS FOR TRAVEL WITHIN THE UNITED STATES
In addition to completing the Winter Interim course proposal form, the U.S. Travel/Resident form, or U.S. Travel/Non-Resident form for the appropriate classification (Undergraduate and/or Graduate) should be prepared and attached to the course proposal. Forms are available on the Interim web site (www.interim.ua.edu).
The rates included on these forms should be final and will be the charge assessed the students who enroll in these classes. Note: tuition will be billed as a separate line item although it is included in the course total amount on the travel course form. Questions related to developing this information? Contact Kristy Pritchett 348-5350, or email@example.com.
Informing Students of Travel Course Costs
Have copies of the final version of the travel course form available for students who are considering enrolling in the travel course. A copy of the travel course form should also be provided to all students who enroll in the course. This form provides costs, payment amounts and payment dates that apply to travel-only courses, and it is the responsibility of the instructor to provide this information to those who enroll.
Enrolling Students in Winter Interim Travel Courses
Enrollment in these type courses requires the approval of the instructor before the student can be enrolled. If approved, the department offering the course will provide the student a permit in Banner. This will allow the student to register through mybama. Note: If a potential attendee is new to the University, the individual must be admitted. Contact Undergraduate Admissions for further information.
Deposit Payments for Winter Interim Travel Courses
As indicated on the travel form, an initial deposit ($250 for an in country course) is due by October 28, 2016 and, in most cases, the balance of the travel fee portion is payable by November 18, 2016. The purpose of these prepayments is two fold: the initial deposit payment assists in confirming the student’s intent to take the course, and the second payment provides funds for those costs that must be incurred in advance. If the instructor would like to increase the deposit, make the deposits sooner, etc., this is fine at the proposal stage. The travel forms needs to be changed accordingly and submitted with the course proposal. If the instructor is comfortable in enrolling students with less than the balance of the travel fee by the November 18th date, then the balance of the travel fee is due by December 10, 2016, along with any other required payment.
Instruct the students to bring the payments to the cashier window in the Student Receivables Office, 105 Student Services Center on or before the due dates. These payments will be recorded as travel deposits on each student's account.
Budgeting for the Travel Course Expenses
As funds are collected, Amy Haines, firstname.lastname@example.org, will maintain a record of the cumulative amount of travel funds collected per in country travel course. A note of the total amounts will be sent to each Winter Interim travel course instructor and to the Budget Office periodically, beginning in November and continuing until the actual charges for tuition and the travel fees are charged to each enrolled student in late November. No income will be recorded to the department's income account until the student accounts are actually charged. The memo to the Budget Office allows the instructor or academic department to utilize the funds collected toward the trip expenses. The academic department should prepare the actual budget transfer entry and submit it to the Budget Office.
Paying for Travel Expenses
Faculty should work with the college’s business manager for assistance in handling the purchase of travel expenses.
Spring Semester Billing
The spring registration bill, which includes the Winter Interim session, will be available for the student to view on the web and make payment beginning November 15, 2016. Payment or payment arrangements must be made by Friday, December 10, 2016, to confirm a student’s enrollment for the spring semester.
Follow up on Student Enrollment and Payment for a Travel Course
Amy Haines will send an enrollment/payment status report to each instructor approximately weekly beginning in December 2016. This report will list the students enrolled in each course, and the total amount paid to date by each student.
The purpose of this report is to provide a means for the instructor to monitor the status of the course. Any enrolled student who has not made the final payment by the December 10, 2016 deadline should be contacted by the instructor. Students who have not paid or made payment arrangements with the Student Account Services office should not be allowed to go on the trip. Enrollment will be canceled if not paid.
If you have questions about who has paid at times other than the standard reporting dates, please contact Amy Haines (email@example.com), 348-5352, 105 Student Services Center).
Domestic travel course forms can be found at cost.ua.edu/summer-interim-forms.html and interim.ua.edu.
* All international travel courses will be administered by Education Abroad. Education Abroad will notify Academic Affairs of all international courses. Contact Education Abroad, firstname.lastname@example.org, for assistance in the proposal phase of Winter Interim course development.