UNIVERSITY OF CALIFORNIA, BERKELEY
SUMMER SESSIONS
TRAVEL STUDY PROGRAMS
Faculty Guide
SUMMER 2009
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SUMMER SESSIONS CONTACT INFO
Director of Summer Sessions Rick Russo
Work Phone| 510.642.2700
Cell Phone| 510.316.3485
Email| [email protected]
Assistant Director of Programs Darin Menlove
Work Phone| 510.643.0746
Cell Phone| 510.303.5021
Email| [email protected]
Manager of Programs Tracy Weber
Work Phone| 510.643.3359
Cell Phone| 510.326.0792
Email| [email protected]
Program Representative Erin Burt
Work Phone| 510.643.3355
Email| [email protected]
Program Representative (Student inquiries) Elana Kranz
Work Phone| 510.642.9664
Email| [email protected]
General Summer Sessions Office Hours | 8:30 a.m. – 5:30 p.m., Monday thru Friday
1995 University Ave., Suite 117
Berkeley, CA 94704-7026
Main Phone| 510.642.5612/5613
Fax| 510.326.0792
Email| [email protected]
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TABLE OF CONTENTS
Program Calendar ……………………………………………………………………………….. 4
General Policies
Responsibilities of Program Assistant ………………………………………………………….. 6
Faculty Conduct ………………………………………………………………………………….. 6
Student Conduct ……………………………………………………………………………...….. 7
Health, Safety & Emergency
Physical, Mental & Emotional Health Issues …………………………………………………. 8
Missing, Victimized or Arrested Student, Not Including Sexual Assault ………………… 9
Sexual Assault ……………………………………………………………………………………… 9
Injury of a Student ………………………………………………………………………………… 10
Death of a Student ………………………………………………………………………….……. 10
Outbreak of Infectious Disease ………………………………………………………………… 11
Political Emergencies & Natural Disasters ……………………………………………………. 11
Sample Emergency Action Plan ………………………………………………………………. 12
Embassy Information …………………………………………………………………………….. 13
Travel & Entertainment
Travel Policy ………………………………………………………………………………………... 15
Entertainment Policy ……………………………………………………………………………... 17
Travel Study Card …………………………………………………………………………………. 19
Travel Insurance …………………………………………………………………………………… 20
Program Forms
Payment to Individuals (Memorandum) ……………………………………………………... 21
Participant Travel Information Form …………………………………………………………… 22
Incident Log ……………………………………………………………………………………….. 23
Appendix
Appendix D from G-28 (Travel)
Appendix A from BUS-79 (Entertainment)
Summary of Benefits for Business Traveler
Summary of Benefits for Student Traveler
Berkeley Summer Sessions Travel Study Compensation Guidelines (2009)
Program Proposal
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PROGRAM CALENDAR
September Program proposals due to Summer Sessions by October 1
Program directors gather detailed cost quotes for on-site logistics, including field trips, bus transportation, facility
rentals, etc.
October Summer Sessions reviews program proposals
Summer Sessions and program directors work together to refine budgets
Program directors gather detailed cost quotes for student housing, director housing
November Summer Sessions promotes Travel Study at Caltopia, UC Study Abroad fairs, and other venues
Program directors finalize syllabi, and submit those for new Travel Study courses to the Academic Senate for COCI
approval
Summer Sessions works with program directors to set program fees and minimum number of students
December Summer Sessions updates program information on Travel Study website
Summer Sessions updates Faculty Guide
Summer Sessions creates Travel Study brochure
Summer Sessions works with travel agency to identify potential group flights
Programs, budgets and fees are reviewed by Vice Provost, Cathy Koshland
January Summer Sessions creates flyers and posters for each Travel Study program
Summer Sessions works with Office of the Registrar to schedule courses and attach appropriate fees
Summer Sessions tables on Sproul Plaza from January through April
Travel Study website goes live
Summer Sessions provides program cost information to Financial Aid
February Online applications open to UC and visiting students on the first weekday of February
Summer Sessions reviews program applications as they are received, and maintains application database
Summer Sessions works with program directors to arrange information sessions to advertise programs to students
Program directors promote their programs through their departments, classroom visits, and other venues
March Summeraid Estimator available to students in mid-March
Summer Sessions works with Business Contracts Office to finalize agreements with partner institutions overseas
Summer Sessions works with program directors to gather invoices from partner institutions, overseas vendors
Summer Sessions prepares hire contract for directors of confirmed programs
Program directors prepare course readers and provide students with course reading lists
April Students’ deadline to submit applications for Travel Study programs is April 1
Summer Sessions, in consultation with program directors, confirms programs when application minimum is met
and admits students
Summer Sessions sends program confirmation packets to all admitted students
Summer Sessions monitors student files for complete pre-departure documentation
Summer Sessions enrolls confirmed students in appropriate course(s)
Program directors identify program GSI(s); Summer Sessions hires GSI(s)
Program directors prepare and print tests, quizzes and handouts
Program directors work with Carlson Wagonlit Travel to get quote for airline tickets; Summer Sessions works with
Carlson Wagonlit Travel to approve quote and make payment
Program directors submit any travel advance request to Summer Sessions at least 6 weeks before departure
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PROGRAM CALENDAR
May Summer Sessions receives invoices and makes deposits as necessary
Summer Sessions assigns roommates and shares list with housing provider
Program directors finalize any outstanding arrangements for field trips and excursions
Program pre-departure orientations for students are conducted by program director and Summer Sessions
Pre-departure orientation for program directors is held in mid-May
Pre-departure orientation for GSIs is held in mid-May
Program directors create on-site emergency action plan
Program directors provide Summer Sessions with finalized itinerary and contact information
Program directors ship any necessary materials and supplies to program sites
June Program director and participants arrive overseas
Program directors conduct on-site orientation with students upon arrival
Program directors review emergency action plan with students upon arrival
July Programs in progress
Summer Sessions conducts program site visits
August Programs conclude
Program directors encourage participants to complete program evaluations on-line
Program directors submit itemized expenses with receipts to Summer Sessions
Summer Sessions reviews expenses and prepares the Travel & Entertainment vouchers
Program directors submit grades to Office of the Registrar
Summer Sessions summarizes program evaluations to share with program directors and department chairs
Summer Sessions reconciles program budgets to share with program directors, department chairs
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PROGRAM ASSISTANT RESPONSIBILITIES
Overview Program assistants have a wide range of responsibilities with respect to the program. Aside from duties relating to
the course, individuals in this position must also serve as a liaison between faculty and the students. Program
assistants are generally the primary contact person for students and are expected to assist students as needed.
Responsibilities Provide the program director with any assistance required to lead the program effectively and efficiently, and to
enhance the students’ experience in the program.
Assist the program director with duties as an on-site administrator, which include, but are not limited to: dealing
with disciplinary issues and any issues that arise regarding housing, serving as a mediator in resolving inter-group
conflicts, and responding to any additional requests for assistance from the program director.
Collaborate with the program director in creating an emergency action plan.
Be available to students for emergency contact 24/7 for the duration of the program.
Maintain records of all program-related expenses and submit receipts to Summer Sessions within 10 working days
of the end of the program.
FACULTY CONDUCT
Overview Summer Sessions’ faculty conduct requirements are based on the Faculty Code of Conduct. The entire contents of
the Faculty Code of Conduct can be found at:
http://www.ucop.edu/acadadv/acadpers/apm/apm-015.pdf
It is the responsibility of each program director to read the Faculty Code of Conduct in its entirety.
Sexual Harassment From the Faculty Code of Conduct, page. 5 – 6
The integrity of the faculty-student relationship is the foundation of the University’s educational mission. This
relationship vests considerable trust in the faculty member, who, in turn, bears authority and accountability
as mentor, educator, and evaluator. The unequal institutional power inherent in this relationship heightens
the vulnerability of the student and the potential for coercion. The pedagogical relationship between
faculty member and student must be protected from influences or activities that can interfere with learning
consistent with the goals and ideals of the University. Whenever a faculty member is responsible for
academic supervision of a student, a personal relationship between them of a romantic or sexual nature,
even if consensual, is inappropriate. Any such relationship jeopardizes the integrity of the educational
process. (The Faculty Code of Conduct, page. 5)
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STUDENT CONDUCT
Overview Summer Sessions’ student conduct requirements are based on the Berkeley Code of Student Conduct. The entire
contents of the Berkeley Code of Student Conduct can be found at:
http://students.berkeley.edu/uga/conduct.asp
The Office of Student Conduct also provides on its website an Instructor Guide with information and resources
needed to identify, address and report issues of misconduct.
http://www.uga.berkeley.edu/osl/sja.asp?id=929&rcol=1202
Prevention Program directors should always plan the program with the safety of students in mind. It is the program director’s
responsibility to minimize risk to the University by avoiding politically unstable and/or potentially dangerous areas,
and by discouraging students from dangerous activities such as hitchhiking, traveling alone, excessive drinking, or
using drugs.
Program directors should ensure at the beginning of the program that students are aware of the following points:
Students are subject to the laws of their host country/city.
Students are subject to the Berkeley Code of Student Conduct.
Students represent the University of California, Berkeley wherever they go, and are expected to be mature
enough not to embarrass themselves or the University.
Any behavior that places the group at risk, such as excessive drinking, stealing, or ignoring house rules will not be
tolerated.
Inconveniencing the group by being late, or by making excessive noise and keeping others awake at night will
not be tolerated.
Class attendance is mandatory. Failing to attend course(s) and course-related activities will have a serious
impact on the final grade.
If a student fails to appear in class or show up for scheduled activities, and the student does not contact the
program director and/or assistant(s) for more than 24 hours at any time during the program, the program director
must report that student as “missing” to the U.S. Embassy and local police (see Missing Student section of this
guide for more details). Students are liable for all expenses incurred by Summer Sessions should the program
director be forced to locate those who have left no prior word concerning their whereabouts. Program directors
must keep all receipts related to such expenses.
All personnel associated with Travel Study programs are prohibited from consuming alcohol prior to transporting
students to and/or from any destination via a motorized vehicle. The exemplary behavior of all personnel
associated with Travel Study programs is critical to the reputation of the University.
Dealing with Disciplinary Issues Violations of University policy must be dealt with promptly and in accordance with University policy.
A verbal warning
: For tardiness, excessive noise, or other behavior that is disruptive, but not detrimental to the overall program. A formal letter
: Stating that the student has been placed on probation and/or that the student’s grade has been negatively
impacted by his or her actions for more serious offenses. Program directors should send a copy of the letter to
Darin Menlove, Assistant Director of Programs.
Expulsion, whereby the student is asked to leave the program
: For offenses such as stealing, abuse of drugs, jeopardizing the safety of anyone, etc.
In the event of an expulsion, program directors should consult with Darin Menlove, Assistant Director of Programs.
They should also keep records detailing the nature of the problem and the action(s) taken. The student should be
escorted to the local airport, purchased a return plane ticket to his or her original U.S. destination and escorted to
the plane. Program directors will be reimbursed for the ticket purchased for the student. Program directors should
keep all records of problematic grades and conduct.
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PHYSICAL, MENTAL & EMOTIONAL HEALTH
Overview Before departure, students are required to complete the Emergency & Medical Information Form, in which they
can disclose any existing medical conditions they may have. Summer Sessions will give the program directors
copies for their records.
Prevention Below is a list of suggested measures that can be taken in order to ensure the well-being and safety of participants.
This list is not intended to be limited or final, but rather to include the most basic and essential steps that should
serve as a guideline for additional actions.
Program directors:
Provide a handout during the on-site orientation(s), with a list of hospitals, clinics, physicians and dentists in the
area as well as a list of mental and emotional health resources.
Review the emergency contact procedures and contact information for themselves, assistant(s), and local
emergency response organizations.
Inform students with as much detail as possible about the risks of living and traveling abroad, as well as any useful
precautions they can take that are specific to the program location(s).
Inform students of any local customs or situations that may affect their physical, mental and emotional health.
For the duration of the program, maintain a high level of alertness to identify potential and/or arising medical
problems that students may have.
Immediately address any significant changes in behavior that may cause concern for mental and emotional
health issues, by inquiring further into the student’s health and/or personal situation.
Resources For guidance when helping a student who appears to be in crisis, program directors should refer to UC Berkeley’s
Assisting the Distressed Student:
http://ww.uhs.berkeley.edu/home/healthtopics/distressedstudents.shtml
Physical Health Issues
The advice nurse at the Tang Center can be reached Monday-Friday, 8am – 5pm at 510.643.7197. The same
number connects to After Hours Assistance (AHA) when the Tang Center is closed.
Mental Health Issues
When the Tang Center is open:
Counseling and Psychological Services at Tang can be reached at 510.642.9494. If there is a crisis or the student’s
needs are urgent, the caller should inform the reception desk. The advice counselor speaks to students on a first
come, first served basis.
When the Tang Center is closed:
The After Hours Assistance Line can be reached at 510.643.7197. Callers should ask to speak with a counselor.
Counselors are available whenever CPS is closed.
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MISSING, VICTIMIZED OR ARRESTED STUDENTS, NOT INCLUDING SEXUAL ASSAULT
Missing Student If a student fails to appear in class or show up for scheduled activities, and the student does not contact the
program director for more than 24 hours at any time during the program, the program director must report that
student as “missing” to the U.S. Embassy and local police.
Victimized Student Program directors should inform students of the risks of living in unfamiliar cities and cultures and encourage them to
take all reasonable security precautions. If a student becomes a victim of a serious crime, program directors should
first attend to the student’s physical and emotional needs.
Arrested or Detained Student Program directors should inform students that the laws of the host country apply in all cases, not U.S. laws or
constitutional rights or protection. When a student is arrested or detained, the powers of the U.S. Embassy are
extremely limited, although U.S. Embassy personnel generally make an effort to ensure that the student’s basic civil
rights are not violated.
Actions Below is a list of suggested measures that program directors can take in order to ensure the well-being and safety
of participants. This list is not intended to be limited or final, but rather to include the most basic and essential steps
that should serve as a guideline for additional actions.
Program directors:
Contact U.S. Embassy and local police immediately in the case of a missing or victimized student.
Take immediate on-site actions as necessary to preserve students’ well-being and safety.
Contact Darin Menlove, Assistant Director of Programs (510.303.5021). If Darin is not available, or cannot be
reached, contact Rick Russo, Director of Summer Sessions (510.316.3485).
Contact the student’s emergency contact person(s) after consulting with Summer Sessions.
Keep a written record of the facts (dates, locations, nature of the incident, persons involved, etc.),
circumstances, as well as actions and conversations that have taken place, and submit an incident log to
Summer Sessions.
SEXUAL ASSAULT
Overview Summer Sessions’ guide regarding sexual assault is based on the Berkeley Campus Student Policy and Procedures
Regarding Sexual Assault and Rape. The entire contents of this policy can be found at:
http://ccac.berkeley.edu/assault.shtml
Actions In the event of sexual assault, program directors:
Talk to the person reporting the crime, and determine the identity and location of the victim.
Maintain appropriate confidentiality in all interactions with others. Written reports concerning the incident can
only be disclosed to UC Berkeley campus officials with legitimate educational interests in the information or those
authorized by campus policy to receive such information.
Inform the student of the laws and procedures for dealing with sexual assault in the host country, as these may
vary from those in the U.S. (For example, in the United States it is important to preserve the evidence of a sexual
assault as it may be used as evidence in a court of law).
Clarify with the student the degree to which he/she wants to involve the local authorities.
If there is obvious physical injury, make sure the student is taken to a trusted hospital/clinic for urgent care.
If there are signs of emotional disturbance, consult a psychologist and provide immediate support to the victim.
Contact Darin Menlove, Assistant Director of Programs (510.303.5021). If Darin is not available, or cannot be
reached, contact Rick Russo, Director of Summer Sessions (510.316.3485).
Keep a written record of the facts (dates, locations, nature of the incident, persons involved, etc.),
circumstances, as well as actions and conversations that have taken place, and file an incident log to Summer
Sessions.
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INJURY OF A STUDENT
Overview In the case of a serious medical emergency of any kind, program directors should take immediate on-site action as
necessary. No consent, parental or otherwise, is needed prior to obtaining emergency medical treatment for a
student. Program directors should assist the student in finding appropriate treatment at an acceptable hospital or
clinic. They should accompany the student if possible, and ascertain the seriousness of the illness or injury through
conversation with medical personnel.
Actions Below is a list of suggested measures that can be taken in order to handle such situation. This list is not intended to
be limited or final, but rather to include the most basic and essential steps that should serve as a guideline for
additional actions.
If a student is injured, program directors:
Assist the student in finding appropriate treatment at an acceptable hospital or clinic.
Accompany the student if possible, and ascertain the seriousness of the illness or injury through conversation with
medical personnel.
Contact Darin Menlove, Assistant Director of Programs (510.303.5021). If Darin is not available, or cannot be
reached, contact Rick Russo, Director of Summer Sessions (510.316.3485).
Contact the student’s emergency contact person(s) after consulting with Summer Sessions
If the student must return to the U.S. for hospitalization or treatment, ensure that a record of the treatment and
medication(s) administered on-site is sent home with the student.
Keep a written record of the facts (dates, locations, nature of the incident, persons involved, etc.),
circumstances, as well as actions and conversations that have taken place, and submit an incident log to
Summer Sessions.
DEATH OF A STUDENT
Overview If an incident or emergency of any kind results in the death of a student, program directors must take special care
to handle the situation appropriately. It is important to be sensitive to the feelings of the family, and to act promptly
and carefully while dealing with the death.
Actions Below is a list of suggested measures that program directors can take in order to handle such a situation. This list is
not intended to be limited or final, but rather to include the most basic and essential steps that should serve as a
guideline for additional actions.
Program directors:
Immediately verify the identity of the student, and collect all pertinent facts of the case.
Contact Darin Menlove, Assistant Director of Programs (510.303.5021), as well as Rick Russo, Director of Summer
Sessions (510.316.3485). It will be Summer Sessions’ responsibility to notify the family.
Consult UC Berkeley’s guidelines for responding to death: http://death-response.chance.berkeley.edu/
Work closely with the local authorities, the U.S. Embassy, the family and Summer Sessions throughout the course of
all necessary actions, with utmost sympathy, sensitivity and helpfulness to the family.
Ensure that other students’ psychological and emotional needs are attended to.
Keep a written record of the circumstances, as well as all actions and conversations that have taken place, and
submit a complete and detailed incident log to Summer Sessions.
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OUTBREAK OF INFECTIOUS DISEASE
Overview Reports by the media or rumors of an outbreak of any infectious disease should be investigated thoroughly by the
program director so that reasonable and adequate measures may be taken.
Actions Below is a list of suggested measures that can be taken in order to handle such a situation. This list is not intended to
be limited or final, but rather to include the most basic and essential steps that should be a guideline for additional
actions.
Program directors:
Contact the local authorities, as well as the Centers for Disease Control (800.232.4636) for the latest information.
Contact Darin Menlove, Assistant Director of Programs (510.303.5021) with the nature and extent of the situation. If
Darin is not available or cannot be reached, contact Rick Russo, Director of Summer Sessions (510.316.3485).
Follow the recommendations of both the local health authority and the U.S. Embassy regarding inoculation,
treatment and quarantine, if applicable.
Provide students with available information regarding the disease, inoculation (if available), treatment, and
treatment location.
Keep a written record of all investigation into the outbreak, and submit a complete and detailed incident log to
Summer Sessions.
POLITICAL EMERGENCIES & NATURAL DISASTERS
Overview In the unlikely event of political instability or a major natural disaster in any of the Travel Study program sites, the
structures that need to be in place to deal with a crisis of this magnitude are the same ones that ensure the safe
running of the program on a day-to-day basis.
Preparedness Below is a list of suggested measures that can be taken in order to prepare for such situation. This list is not intended
to be limited or final, but rather to include the most basic and essential steps that should serve as a guideline for
additional actions.
All students have the mobile number of the program director and assistant (GSI).
All students have the contact information for Summer Sessions.
Any student who is going to be away overnight or travel outside the program site is required to complete the
Program Information Form (included in this guide), detailing his or her itinerary and contact information.
Program directors provide students with a list of local addresses and telephone numbers of the police station, fire
station, doctor/hospital/clinic, and the U.S. Embassy.
Program directors implement and rehearse an emergency action plan upon arrival at the program site, or during
the on-site orientation (see the attached sample emergency action plan on page 12).
Overview If an evacuation is necessary, Summer Sessions will develop a plan with the cooperation of the U.S. Department of
State and the program director. Summer Sessions will consider recommendations regarding relative safety of
various modes of transportation and travel routes. The program director, in communication with Summer Sessions,
will coordinate the students’ travel home. If the airport is open and flights are operating, Summer Sessions will
arrange for air transportation of the group, either to the United States or another safe destination, as quickly as
possible. If the airports are closed, students will be transported to the next closest airport. Program directors can contact the U.S. Department of State’s Citizen Emergency Center in Washington, D.C.
(202.647.5225) for suggestions 24 hours a day.
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SAMPLE EMERGENCY ACTION PLAN
Overview This sample Emergency Action Plan shows the type of information that program directors may hand out to the
students during the on-site orientation. The sample includes the most basic and essential information that should be
presented, and is intended to be a guideline for a plan tailored specifically for each location.
_______________________________________________________________________________________________________________
Program Location Seoul, South Korea
Program Director John Smith
Program Assistant Jane Doe ___________________________________________________________________________________
Students are to review the following group and individual Emergency Action Plan. In case of an emergency, follow
the procedures carefully, including the contingency plans discussed during the orientation. This handout contains
crucial information necessary in the case of an emergency. Please keep this in an easily accessible area and take
it with you if you’re leaving the program site.
A map of the nearby area with important locations marked, and a list of contact information for your fellow
participants are attached.
Emergency Assembly Points
Primary : Lobby of Seoul Plaza Hotel (program site)
Secondary : In front of Seoul City Hall (address : 1-31 Taepyung Rd.; section B-1 on the attached map)
Alternative (in the case that both the primary and secondary locations are not available) : U.S. Embassy
(address : 82 Sejong Rd. Jongno-gu; section C-4 of the attached map)
Program Director, John Smith 02-2643-1522 Seoul Plaza Hotel Rm. 1301 (program site)
Program Assistant, Jane Doe 02-2458-8800 Seoul Plaza Hotel Rm. 1303 (program site)
Kangbuk Samsung Hospital 02-2001-2001 108 Pyung-dong, Jongno-gu; section A-4
Police Station 02-362-0112 165 Migun-dong, Seodaemun-gu; section A-2
Fire Department 02-732-0109 146-2 Susong-dong, Jongno-gu; section C-1
U.S. Embassy 02-397-4114 82 Sejong Rd., Jongno-gu; in the section C-4
* There may be trips scheduled to visit the above locations.
Emergency Action Plan
In case of an emergency:
Contact the program director immediately. If you’re unable to contact the program director, contact the
program assistant. If you cannot reach the director or the assistant, contact someone else in the group.
If the emergency requires group action, make your way immediately to the primary assembly point first. If
the primary assembly point is not accessible, proceed to the secondary assembly point. In the case that
both of the points are not accessible, go to the U.S. Embassy and wait for the others and further
instructions.
If the emergency is life threatening, contact local emergency medical assistance before trying to reach
the Program Director or Assistant.
Always move in a group and never wander around by yourself.
In the case of an emergency, it is crucial to remain calm and try to assess the situation as quickly as you can. Student Contact Chain Each student in the program will have a designated student to contact. All students will have a copy of the
contact chain list, i.e. who contacts whom. In case of emergency the chain is activated. Student #1 calls his/her
contact partner who will then contact the next student in the contact chain. If the student does not respond and
the student whom he/she was supposed to contact next does not hear from that student, we will be able to know
where the chain has been broken. The contact chain will continue until all students are accounted for or
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EMBASSY INFORMATION
Argentina
U.S. Embassy Buenos Aires
American Citizen Services
Av. Colombia 4300
C1425GMN Buenos Aires
Phone| 11.5777.4387
Fax| 11.5777.4293
http://Argentina.usembassy.gov
France
2, avenue Gabriel
75382 Paris Cedex 08
Switchboard | +33.1.43.12.22.22
Fax| +33.1.42.66.97.83
http://france.usembassy.gov
Guyana
Embassy Duty Officer
contact through: 592-226-2614, 226-8298 or
227-7869 and ask for pager No. 5682
Phone| 592.225.4900 thru 9
Fax| 592.225.8497
Visa Inquires Telephone Numbers
592-225-7965 or 592-225-7966
http://georgetown.usembassy.gov/
Italy
Lungarno Vespucci, 38
50123 Firenze, Italy
Phone| +39.055.266.951
Fax| +39.055.284.088
http://florence.usconsulate.gov/english/
Kenya
American Embassy, Nairobi
Phone| +254.20.375 3704
After hours phone|254.20.363.6170
E-mail|[email protected]
http://nairobi.usembassy.gov/index.html
Mexico
U.S. Embassy in Mexico
Paseo de la Reforma 305
Col. Cuauhtemoc
06500 Mexico, D.F.
Phone| 01.55.5080.2000
Fax| 01.55.5511.9980
http://mexico.usembassy.gov/eng/main.html
Mexico (continued)
Monterrey
U.S. Consulate General
411 Avenida Constitución Poniente
64000 Monterrey, N.L.
Phone| 01.81.8345.2120
Fax| 01.81.8342.5433
E-mail|[email protected]
http://monterrey.usconsulate.gov/index.html
The Netherlands, Belgium, Luxembourg
Embassy of the United States of America, The
Netherlands
Lange Voorhout 102
2514 EJ The Hague
Phone| +31.70.310.2209
Fax| +31.70.361.4688 or +39.055.215.550
http://thehague.usembassy.gov/
The Netherlands (Amsterdam)
U.S. Consulate General
Museumplein 19, 1071 DJ Amsterdam
Phone| 31.(0)20.575.5309
http://amsterdam.usconsulate.gov/index.html
Belgium
Regentlaan 27 Boulevard du Régent
B-1000 Brussels
Phone| 32.2.508.2111
Fax| 32.2.511.2725
http://belgium.usembassy.gov/index.html
Luxembourg
22, blvd Emmanuel Servais
L-2535 Luxembourg
Phone| 352.46.01.23 ext.2213
After hours phone|352.46.01.23 dial “0” and ask for
the duty officer
Portugal
United States Embassy, Lisbon
Avenida das Forças Armadas
1600-081 Lisboa
Apartado 43033
1601-301 LISBOA
Phone| 351.21.727.3300
Fax| 351.21.726.9109
http://www.american-embassy.pt/
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EMBASSY INFORMATION
Portugal (continued)
The Azores
American Consulate Ponta Delgada
Av. Príncipe do Mónaco No, 6-2 F
9500-237 Ponta Delgada, Açores, Portugal
Phone| 351.296.282.216
Fax| 351.296.287.216
http://pontadelgada.usconsulate.gov/
Spain
American Embassy, Madrid
Calle Serrano 75
28006 Madrid
Phone| +34.91.587.2240
or +34.91.587.2200 (after hours)
Fax| +34.91.587.2243
or +34.91.587.2303 (after hours)
http://madrid.usembassy.gov/indexbis.html
Barcelona
Paseo Reina Elisenda de Montcada, 23
08034 Barcelona, España
Phone| +34.93.280.22.27 or +34.91.587.2200
(after hours)
Fax| +34.93.280.61.75
http://barcelona.usconsulate.gov/indexbis.html
Taipei, Taiwan
American Institute in Taiwan
2nd Floor, Consular Section
#7, Lane 134, Hsin Yi road, Section 3
Taipei, 106
Phone| 02.2162.2000, ext. 2306
Fax| 02.2162.2239
http://www.ait.org.tw/en/
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TRAVEL POLICY
Overview Summer Sessions’ travel and entertainment policies are based on University policy G-28, Policy and Regulations
Governing Travel. It is the program director’s responsibility to read G-28 in its entirety before departing for the
program site. Also provided in this guide is Summer Sessions’ travel policy, which the program director must follow in
addition to observing University policies. The entire contents of G-28 can be found at:
http://www.ucop.edu/ucophome/policies/bfb/g28.html Please note that this section includes additional restrictions not found in University policy G-28.
Transportation Expenses All receipts for transportation expenses must be kept and submitted to Summer Sessions regardless of the amount.
Each receipt must be accompanied by a description of the trip, i.e. destination and purpose. Only transportation
expenses related to the program will be reimbursed. For example, taxi fare to another part of the city to meet a
friend on a Sunday is not eligible for reimbursement.
Transportation – Air Travel All flights must be booked through the University travel agent (Carlson Wagonlit) using the CTS form at the time the
appointment is finalized (late bookings may not be fully reimbursed). Flights must be pre-approved by Berkeley
Summer Sessions and must be the lowest fare available on that day. Exceptions to this policy may be requested in
writing from the Assistant Director of Programs. Only written approvals of requests will be sufficient to receive
reimbursement in the case of an exception. Carlson Wagonlit http://travel.berkeley.edu/TravelAgency/TravelAgency.htm Business Relations 800.728.4918 [email protected]
Transportation – Public Transportation, Shuttle Service & Taxis Transportation expenses cannot exceed the amount budgeted for in-country transportation (public transportation
and taxis) and for airport transfer (shuttle or limousine service). Tips paid to taxi or shuttle drivers are considered part
of the total transportation expense. Cash tips paid to the provider of group transportation for program participants
are considered part of the group transportation expense.
Miscellaneous Expenses – Program/Course Materials
Program directors must submit all receipts for program and course materials to Summer Sessions regardless of the
amount. Each receipt must be accompanied by a description of the purpose of the purchase. Total program and
course materials expenses cannot exceed the amount budgeted. All materials purchased for the program, including cell phones, guidebooks, textbooks, maps, CD players, etc.,
become the property of Summer Sessions once the expenses are reimbursed. These materials must be returned to
Summer Sessions at the conclusion of the program. Summer Sessions will maintain an inventory of program materials
so that they may be reused in the future.
Miscellaneous Expenses – ATM Withdrawal Fee
In order for program directors to be eligible for reimbursement of ATM withdrawal fees, each withdrawal must be at
least 100 USD.
Miscellaneous Expenses – Payment to Individuals (Guest Lecturers, Guides, etc.) When a one-time cash payment is made on-site to a foreign national, such as a guest lecturer or tour guide, who
provided services for the program, a memorandum (found in “Program Forms” of this guide) must be completed
and submitted as a receipt to Summer Sessions in order to be eligible for reimbursement. It must include the
following information in order to be accepted.
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TRAVEL POLICY
Miscellaneous Expenses – Payment to Individuals (continued)
Name of the speaker
Program title for which the service was provided
Date of the lecture/guided tour Home address of the speaker
Title of the speech or topic of the lecture Amount of honorarium
Speaker signature and date
Reporting Travel Expenses – Receipts In order to meet the University-mandated deadline for reporting (21 days), all receipts must be submitted to
Summer Sessions within 10 working days of the end of the program. Travel Expense Vouchers will be processed in
the order received, regardless of the amount due to the traveler or the University. All receipts must be numbered in date order, and each receipt should be accompanied by a spreadsheet or a
memo with the following details:
Receipt number, Date, Budget Category, Purpose/Description, Name of Vendor, Amount, Currency
*It is not necessary to separate the receipts by category as long as all the receipts are in date order. Please do
not write the required details on the actual receipts.
If there is more than one receipt, for example, one credit card receipt and one itemized receipt, only the itemized
receipts should be submitted. Any credit card receipt showing only the total amount will not be accepted.
Reporting Travel Expenses – Approval, Submission & Reimbursement In order to meet the University-mandated deadline for reporting (21 days), all receipts must be submitted to
Summer Sessions within 10 working days of the end of the program. Travel Expense Vouchers will be processed in
the order received, regardless of the amount due to the traveler or the University. Once a Travel Expense Voucher is prepared by Summer Sessions, an electronic copy of the voucher is sent to the
program director or to the program assistant/GSI for review and signature. Program directors and assistants/GSIs
can contact Summer Sessions with any questions they may have regarding the way the voucher is processed or the
amount due to the traveler or the University. If the traveler owes a balance to the University, the signed voucher must be accompanied by a check for the total
amount owed to settle the balance. The check should be made out to UC Regents. The voucher cannot be
processed without payment for the balance owed. The original signed voucher is submitted in person or via mail, unless the traveler is not in the area. If the traveler is
not in the area, he or she may submit the signed voucher via fax or email (scanned copy). Once the signed
voucher (and the check, if a balance is owed by the traveler) is received, the voucher is then reviewed by the
Director of Summer Sessions for final Summer Sessions approval. The voucher is then forwarded to the Travel &
Entertainment Office for review and approval. Once approved by Travel & Entertainment, the Disbursements Office
processes the payment. Reimbursement can be paid in one of the two following ways: paper check or EFT (Electronic Funds Transfer). The
traveler may choose to sign up for EFT if he or she does not wish to receive a paper check. Please note: EFT for
reimbursement is different from EFT for payroll, and must be requested separately to Disbursements. It takes up to 30
days for EFT requests to be processed. If a paper check is issued, the traveler’s home department is the default
address to which the check is sent.
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TRAVEL POLICY
Reporting Travel Expenses – Signing a Travel Expense Voucher
CTS : $725.34 1 Voucher Total : $15,397.20 2
Voucher Reimbursable Amount : $6,297.88 3
Advance # $5,000.00 4
Check Amount : $1,297.88 5
I certify that the above is a true
statement, that the expenses
claimed were incurred by me on
official University business on the
dates shown and that I have
attached original receipts for each
expenses of $75 or more, as required
by University policy.
Authorizing Name and Title
(Print) 7
Traveler Signature Required 6 Date Authorizing Signature Required 8
1 Amount charged to CTS (Central Travel System) is not included in the total
2 Total amount, including lodging and M&IE, automatically calculated based on government per diem rate for the duration of the trip
3 Total reimbursable amount including per diem, miscellaneous expenses, transportation expenses and lodging if applicable
4 Cash advance amount to be subtracted from the total reimbursable amount
5 Total amount: if the amount is positive (as shown), the University owes the traveler in the amount indicated. If the amount is negative, the traveler
must submit a check in the amount indicated to UC Regents
6 Traveler signs here
7 Summer Sessions Use Only: name of the Summer Sessions approver (Director of Summer Sessions)
8 Summer Sessions Use Only: signature of the Summer Sessions approver (Director of Summer Sessions)
ENTERTAINMENT POLICY
Overview Summer Sessions’ travel and entertainment policies have been outlined based on University policy BUS-79,
Expenditure for Business Meetings, Entertainment and Other Occasions. It is the program director’s responsibility to
read BUS-79 in its entirety before departing for the program site. Also provided in this guide is Summer Sessions’
travel policy, which must be followed in addition to observing the University policies. The entire contents of BUS-79
can be found at:
http://www.ucop.edu/ucophome/policies/bfb/bus79.html Please note that this section includes additional restrictions not found in University policy BUS-79.
Business Meeting Expenditures – Adjustment of Reimbursable Amount When a program director incurs an entertainment expense during a business meeting, the cost of a meal or light
refreshment for the program director must be deducted from the total expense, as it is considered part of per diem.
It is required that the program director indicate what amount from the receipt submitted was for his or her meal or
light refreshment. If the cost is not clear, or the program director is unable to identify his or her portion of the receipt,
the amount specified in Appendix D of G-28 (also found in this guide) will be deducted from the total eligible for
reimbursement. When a program director incurs an entertainment expense during a business meeting with another UC employee(s)
on travel status who receives a separate per diem from University, i.e., GSI or program assistant, the expense will not
be reimbursed if there is no non-University employee present at the meeting. If a meeting involves a non-University
employee as well as University employee, the University employee must be identified, and the cost of his or her
meal or light refreshment will also be deducted from the total expense.
Unallowed Expenses – GSIs or Program Assistants Reimbursement of personal entertainment expenses for GSIs or program assistants is not allowed.
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ENTERTAINMENT POLICY
Entertainment Reimbursement Limit An entertainment expense must not exceed the per-person maximum rates set forth in Appendix A of BUS-79 (also
found in this guide). If the expense is over the maximum, only the maximum will be reimbursed. The maximum per-
person expenditures include the cost of food and beverages, labor (tip), sales tax, delivery charges, and other
services.
Reporting Entertainment Expenses – Business Meetings All receipts for entertainment expenses must be submitted regardless of the amount. Each receipt must be
accompanied by a detailed description of the event, including the business purpose, a list of all attendees, and the
type of meal (breakfast, lunch, dinner or light refreshment). The business purpose of the event should be stated in as
much detail as possible.
Any list of attendees must include first and last names, as well as affiliations. If any of the attendees is a UC
employee, it must be indicated on the list.
Reporting Entertainment Expenses – Group Admission All tickets or admissions paid by the program director with other means than the Travel Study Card (see page 12)
will be processed by Entertainment Expense Voucher. The receipt must show the vendor, location of the excursion,
per person admission cost, and the total amount paid. If the receipt does not show these details, tickets showing
per person admission cost must be gathered from all attendees to account for the total amount reimbursable. If
tickets are not available, or it is impossible to gather all tickets, the receipt must be accompanied by a list of full
names of the attendees of the event.
Reporting Entertainment Expenses – Approval, Submission & Reimbursement The approval, submission and reimbursement process for an Entertainment Expense Voucher is the same as the
reporting process for a Travel Expense Voucher (refer to page 9). Generally, however, it takes longer to process
entertainment reimbursements than to process travel reimbursements. Therefore, it is typical that the travel
reimbursement is processed first, even if both vouchers are received at the same time.
Reporting Entertainment Expenses – Signing an Entertainment Expense Voucher
Voucher Total : $791.78 1
Voucher Reimbursable Amount : $791.78 2
Check Amount : $791.78 3
I certify that the above is a true statement, that the expenses claimed were incurred by me on official University
business on the dates shown, and that I have attached original receipts for each expense, as required by
University policy.
BEAR, OSKI
Host’s name 4 Host’s Signature Required 5 Date
Authorizing Name and Title (Print) 6 Exceptional Signature Name and Title (Print) 8
Authorizing Signature Required 7 Date Exceptional Signature Required 9 Date
1 Total amount entered on the Entertainment Expense Voucher
2 Total reimbursable amount
3 Total amount owed to the host by the University
4 Automatically pre-filled by the system
5 Host signs here
6 Summer Sessions Use Only: name of the Summer Sessions approver (Director of Summer Sessions)
7 Summer Sessions Use Only: signature of the Summer Sessions approver (Director of Summer Sessions)
8 Summer Sessions Use Only: name of the Summer Sessions approver (Director of Summer Sessions)
9 Summer Sessions Use Only: signature of the Summer Sessions approver (Director of Summer Sessions)
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TRAVEL STUDY CARD
Overview The information contained in this guide on the Travel Study Card (TSC) is based on the Cardholder Guide published
by the University. Potential cardholders must attend the mandatory training on the Travel Study Card, during which
they will receive the Cardholder Guide. It is the program director’s responsibility to read the Cardholder Guide in its
entirety before using the Travel Study Card.
Uses & Benefits The Travel Study Card is a declining-balance University credit card, issued to designated employees of the University
by US Bank to enable the timely purchase of goods and services specified by the Travel Study Card Administration
and Summer Sessions. One of the many benefits of using the Travel Study Card is increased efficiency and
convenience by eliminating the need for purchase orders by purchasing from vendors who accept the Visa card.
Other benefits include:
Reduction in use of the program director’s personal credit cards and claims for reimbursements
Reduction in requests for petty cash
Rapid online billing and reporting allows Summer Sessions to audit card purchases and update financial reports in
a more timely manner
Online billing, which reduces overall paperwork and processing time involved in purchasing Access to a larger vendor base, as well as discounts from some vendors due to rapid payment terms
Credits are processed by the supplier, and applied directly to the account originally charged
Allowed Purchases The Travel Study Card is cleared to work as a Visa card at any vendor with the appropriate Merchant Category
Code (MCC). The MCC is a code used by all vendors that accept the Visa card, and is assigned on the basis of the
vendor type. The Merchant Category Codes for vendor categories typically used by program directors have been
pre-approved by Summer Sessions (see the Cardholder Guide for the complete list of approved categories). When
it is necessary to make a program-related purchase at a vendor whose primary purpose does not fall into one of
the approved categories, a request must be made to Summer Sessions to add the vendor to the list, allowing the
purchase to be made within 3 business days. The Travel Study Card may also be used on campus at International
House, Alumni House, the Faculty Clubs, and the Cal Student Store.
Purchase Restrictions Any personal expenses that are not related to the program are not allowed. Lodging and transportation while on
the program site is not considered personal, but program-related. The following are other purchases that are not
allowed with the Travel Study Card:
Cash advances or cash-back purchases
Inventorial equipment
Gift certificates Service payments to individuals
Record Keeping & Monitoring Cardholders must keep all receipts and submit them to Summer Sessions upon their return from the program site. All
receipts must be numbered in date order, and each receipt should be accompanied by a spreadsheet or a memo
with the following details:
Receipt number, Date, Budget Category, Purpose/Description, Name of Vendor, Amount, Currency
*It is not necessary to separate the receipts by category as long as all the receipts are arranged in date order.
Please do not write the required details on the actual receipts.
If there is more than one receipt, for example, one credit card receipt and one itemized receipt, only the itemized
receipt should be submitted. Any credit card receipt showing only the total amount will not be accepted. Summer Sessions will have access to each cardholder’s activities online to monitor purchases made with the Travel
Study Card. However, it is the cardholder’s responsibility to closely keep track of all expenses and limits.
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BUSINESS TRAVEL INSURANCE
Overview When traveling on official University business, program directors will be covered world-wide, 24 hours a day, for a
wide variety of accidents and incidents. This new coverage is provided at no cost to the program directors, but one
must register to ensure coverage for each business trip. This coverage includes:
Emergency Medical Evacuation
Security Extraction
Out-of-Country Medical ($50 deductible) Loss of Personal Effects (passport, baggage, wallet, etc.)
Other Travel Assistance Services (legal referrals, translation services, etc.)
Accidental Death, Dismemberment, Paralysis, or Permanent Total Disability Repatriation of Remains
The policy also provides an extension of coverage for a 14 day personal sojourn.
Registration Prior to departure, program directors must complete the Business Traveler Insurance Form at:
http://www.uctravel.org/
After completing this brief form, program directors will be able to print the confirmation of their coverage with
information to use in an emergency while traveling either domestically or abroad. The confirmation will include
name, UC’s policy number, and travel dates. A new confirmation is required for each trip.
Registration at www.uctravel.org will ensure coverage for program directors (and any dependents traveling with
them) while traveling on official University business. The registration information will serve to verify eligibility to the
insurance company in the event that a claim is submitted, any benefit is used, or travel assistance services are
requested.
A Summary of Benefits is found in this guide, and also found on the website above.
STUDENT OFF-CAMPUS TRAVEL INSURANCE
Overview
When traveling to participate in off-campus activities sponsored and supervised by the University, students will be
covered world-wide, 24 hours a day, for a wide variety of accidents and incidents. This new coverage is provided
at no cost to students, but students must register to ensure coverage for each trip. This coverage includes:
Emergency Medical Evacuation
Security Extraction
Accident/Sickness Medical Accidental Death, Dismemberment, Paralysis, or Permanent Total Disability Repatriation of Remains Other Travel Assistance Services (when student traveler is 100+ miles from campus)
A Summary of Benefits for registered students is found in this guide for reference.
Required Registration Summer Sessions requires all participants to register for the Off-Campus Travel Insurance provided by the University.
As proof of registration, participants must submit a copy of the registration confirmation as a part of their admission
requirements. Program directors will be given copies of the confirmations prior to departure.
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MEMORANDUM
Payment to Individual
DATE
TO Darin Menlove, Assistant Director of Programs
Berkeley Summer Sessions
FROM
[name and title]
RE Service Provided for Program
This is to certify that the following individual gave a lecture or served as an excursion guide as a part
of the program
held in
[insert program title] [insert city, country]
Name of Speaker
U.S. Citizen Yes No
Social Security Number/EIN/ITIN
Home Address
Title of Speech
Amount of Honorarium
Speaker’s Signature Date
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PARTICIPANT TRAVEL INFORMATION FORM
If you are going to be away from the program site overnight, you are required to fill out this form and return it to
your Program Director. This information will be used to contact you in case of emergency.
Please fill out this form as completely as you can with as much information as possible.
FULL NAME
TRIP #1
City Country
Departure Date Time
Arrival Date Time
Flight Number Airline
Train Number Bus Number
Housing Arrangements
Housing Address
Telephone Number
TRIP #2
City Country
Departure Date Time
Arrival Date Time
Flight Number Airline
Train Number Bus Number
Housing Arrangements
Housing Address
Telephone Number
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Berkeley Summer Sessions Travel Study Programs INCIDENT LOG
INITIAL RESPONSE:
1: Locate the student and attend to the student’s immediate needs (i.e. injuries, safety concerns).
2: Consult the appropriate section of the UC Berkeley Summer Sessions Travel Study Faculty Guide
for required procedures.
3: Contact Darin Menlove, Assistant Director of Programs (510.303.5021). If Darin is not available, or
cannot be reached, contact Rick Russo, Director of Summer Sessions (510.316.3485).
4: Begin completing the incident log. Submit periodically to Summer Sessions as the incident unfolds.
Date and Time of Report
Name of Person Completing the Report
Overseas Contact Information
Nature of Incident Who was involved?
What happened?
Where did it happen?
When did it happen?
Who has been informed of the situation?
Actions Taken Abroad What assistance has been offered to the student(s) or others involved in the incident?
What additional actions have been taken to address the situation?
Incident resolved on-site? Yes No
Follow-up actions by Summer Sessions necessary? Yes No
SUMMER SESSIONS USE ONLY Incident Resolved Report Reviewed & Filed
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