Although each unit-based faculty-led program operates a little differently, there are some general rules that apply. Each program should have planned accordingly to make payments in advance or to make financial resources available for resident directors to pay for various program expenses as they arise (group activities, entrance fees, meals included, and general administrative expenses of telephone, postage, fax, etc.). Consult departmental fiscal officers to establish procedures for collecting fees, paying program costs, entering into purchasing agreements or contracts, etc. Please note that University policies prohibit mixing personal and program funds, so you should not count on using your own personal bank account as a vehicle for transferring funds abroad. You may use an IU check to purchase traveler's checks or debit cards before you leave the U.S. It is wise to obtain documentation of the exchange rate in effect when you exchange dollars for local currency.

It is good practice to keep a full accounting of all expenses. Keep documentation with the date, amount and purpose of each expense and obtain receipts for each expenditure. For expenses where no receipt can reasonably be obtained (donation to a monastery for tour of the grounds, the light meter in a cathedral), note in your account ledger "no receipt". Please note that the receipts need to be translated so that the purpose of the expense and the payee are clear to IU’s English-speaking accountants and auditors.

University funds may not be used to purchase alcohol. Program funds should not be used to pay for your own meals (e.g. lunches, snacks, coffee, pastries, etc.) since those should be reimbursed through an institutional per diem arrangement.