Payment Schedules

Holds will be placed on the academic records of students who do not meet the payment schedule unless prior written agreement has been reached with the International Academic Programs (IAP). Yearlong participants who do not make scheduled payments will be asked to leave the program after fall term.

Academic Year or Fall Semester Participants:

On or about May 1, the person designated as your student's financial representative will receive an invoice for the May 15 program payment.
On or about July 1, the person designated as your student's financial representative will receive an invoice for the July 15 program payment as noted on the program cost sheet.

Academic Year Participants:

On or about December 1, the person designated as your student's financial representative will receive another invoice for the December 15 program payment. This invoice will reflect any changes relevant to your student's program, such as travel credits, courier service, increase or decrease in housing costs, etc.

Spring Semester Participants:

For students accepted in programs with deadlines during the previous academic year, the person designated as your student's financial representative will receive invoices on or about May 1 for the May 15 program payment and on or about December 1 for the December 15 program payments.
For students accepted during the fall semester immediately prior to studying abroad, the person designated as your student's financial representative will receive an invoice on or about December 1 for the December 15 program payment.

Summer Session Participants:
Participants in summer programs will receive an invoice. Your student is responsible for following the payment schedule listed on the program cost sheet he or she received in their acceptance packet by the date indicated.

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Cancellation/Withdrawal and Refund Policy:

Official cancellation or withdrawal from a program requires a written notification from the participant either by email, fax or post. Cancellation/withdrawal becomes effective on the date the withdrawal notice is received by IAP, by e-mail, or postmark.

Upon accepting a place in a program, your student commits to the program's payment schedule. If students do not officially cancel or withdraw by the payment deadline date, they are responsible for that payment. For example, if IAP receives the official request of cancellation or withdrawal on or after May 15, but prior to the beginning of the program, the students will still owe the May 15 payment of $400. In addition, the students will be responsible for any funds committed in their name by the date of cancellation (example-housing deposits).

Please refer to the program cost sheet for program specific information.

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Change in Duration Policies

Before or after your student arrives at their study abroad site he or she may decide to change their length of stay. Your student may feel a need to lengthen his or her study abroad experience and consider stretching a semester program into an academic year-long program. Sometimes, students have to return to the U.S. earlier than expected due to uncontrollable circumstances. Other times, the program may not be the right match for your student's academic and personal goals.

Your student must notify the IAP Office in writing of their intention to prolong or shorten their stay and state the reasons. (Please note: an extension is possible on a space-available basis and priority will be given to students who have been wait-listed for programs.)

The Implications of Shortening a Study Abroad Program

• Financial: By having accepted a place in the program, your student is committed to a schedule of payments. Monetary commitments to others have been made on your student's behalf by IAP. Your student will continue to be responsible for these payments even if they choose to withdraw from the program. If your student shortens their stay abroad, only recoverable living costs may be refunded. This process will take time and we cannot always inform your student how much money (if any) they will get back immediately. Sometimes we will not be able to finalize the calculations until after the student returns home.
  Contact IAP's accounts receivable department if you have additional questions:
  Telephone: (608) 262-6785
  Fax (608) 262-6998
  E-mail: payments@bascom.wisc.edu
  
  Your student's financial aid package may be affected and you or your student will need to contact Cheng Her in the Office of Student Financial Services.
  Tel: (608) 262-3060
  E-mail: cheng.her@finaid.wisc.edu

• Academic: If your student shortens their stay they may or may not receive credit for work they completed up to that point. The structure of the local program will determine if partial credit is possible. In addition, it might be necessary for your student to re-apply for admission to the university if they extended their stay to travel or dropped out for a term.

• Travel: Students must make sure that their airline ticket will be valid for an earlier departure date. Be aware that the most affordable airfares often carry a significant penalty for change of travel date. Some fares are valid only on the dates for which they were originally purchased, which could mean that your student would have to purchase a new ticket. Know the conditions of their airfare before purchasing a ticket; if your student thinks he or she might want to change their travel dates, consider a ticket with flexible conditions. Check with your travel agent or airline if you have any questions.

The Implications of Lengthening a Study Abroad Program

An extension is possible on a space-available basis and priority will be given to students who have been wait-listed for programs.

• Financial: Students will be responsible for additional fees and they must catch-up on the payments schedule for their new duration. Students who have not paid the original fees in full will NOT be allowed to extend their stay.
  If the student receives Financial Aid, contact the Office of Student Services to notify them of your change in plans so that they can adjust your award based on the costs of a longer study abroad program (if possible).

• Academic: If students choose to prolong their study abroad program, they should contact their academic advisor to see how a prolonged stay will fit into their general undergraduate program(s). Also make sure that your student considers what courses they will be able to take while abroad and how courses may count toward their degree program. If your student has registered at the UW-Madison for the additional term they intend to spend abroad, they will need to withdraw from their UW-Madison courses (via My UW) before IAP is able to enroll them in the study abroad program courses, thereby officially extending their stay. Always refer to the IAP General Information Handbook.

• Visa, Travel: Is your student's visa valid for the new length of time? In some countries, your student might need to leave the country and re-enter it in order to extend a visa. Can their airline ticket be changed without additional fees/cost?

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Financial Representative Form - what does it mean?

Study abroad applicants are asked to designate a Financial Representative. The representative acts as the student's financial contact in the U.S. receiving program invoices and making payments on the student's behalf. Students are sometimes reluctant to ask someone to be their Financial Representative thinking that the designate has to "cosign" for their travel expenses. This representative is not necessarily monetarily responsible for the participant, but having the signed form allows IAP to discuss the student's financial situation with the Financial Representative (see FERPA in IAP Policies section).

Many students choose a parent, friend or relative to make program payments in their absence. Students will be held responsible for any late fees incurred if their financial representative does not make payments on time.

Students should share all financial information with their financial representative, including:

• Details of any financial aid they will receive

• Study abroad costs due dates for payments

• Instructions on how to cash Guaranteed Student Loans (or other Financial Aid refund checks)

• Contact information (address and phone number) for the Office of International Academic Programs.

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Banking

Basic information about banking and accessing money from overseas is available on our website. Additional information relating to specific sites can be found in many travel guides, such as those published by Lonely Planet.

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Other Resources

Additional resources also exist which you may wish to consult for information on financial resources for study abroad. A list of these resources is available.

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