Effective Date: 2013-11-05
Review Date: 2017-05-01
Provost and Vice-President (Academic) and Vice-President (Administration and Finance) through the Department of Financial and Administrative Services
To provide for proper control of necessary and approved expenditures relating to programs undertaken at the Harlow Campus
All academic units which offer programs at the Harlow Campus
Academic staff members (or others) responsible for any Harlow program shall submit a budget in advance of its implementation (normally one year) to the appropriate Dean or applicable Associate Vice-President (Academic) for approval. The approved program costs must be included in the budget of the appropriate academic unit.
The program budget must include all relevant and permitted expenses and an estimate of possible revenue.
Program budgets will normally be referred to the Harlow Advisory Committee for review and comment. All expenses must be accounted for in accordance with standard University procedure. Academic units involved with Harlow programs must request that a separate budget account be set up for each program, and all Harlow related expenditures must be recorded in these accounts.
The following program expenses are permitted and must be included in program budgets:
a) Faculty members' cost. See below.
b) Program related field trips
c) Essential educational supplies
d) Fees and expenses paid to visiting professors from British educational institutions, co-operating teachers, and seminar speakers
e) Miscellaneous program costs such as photocopying, typing and telephone expenses, and local transportation including bus, car, or van rental
f) Visits to Harlow by faculty members and administrators from Memorial University when necessary to the program
g) Public relations costs. See below.
h) Such other program related expenses as may be approved by the relevant Dean or applicable Associate Vice-President (Academic).
Students shall be responsible for paying their own room and board at the Harlow campus. Depending on the program, this sum may be paid in advance or directly to the Harlow Campus Trust. Students travelling from the Harlow Campus to daily work assignments will normally be responsible for paying their transportation expenses.
Tax Deductible Allowance for Student Program Fees
In addition to regular tuition fees, students may be required to pay a special program fee to cover necessary costs such as site visits, field trips, museum and theatre visits which the instructor(s) deems essential to the Harlow program. These fees will vary per semester and program depending on the planned activities.
As these fees are built into a formal fee structure at the University, students will be issued a T-2202A tax form, allowing the program fee to be a deductible allowance.
Faculty Members Costs
The University shall pay the following costs on behalf of each faculty member teaching or supervising students at the Harlow campus:
a) Travel expenses from St. John's or Corner Brook to Harlow and return. Return airfare must be the cheapest available; the University reserves the right to determine the maximum eligible airfare.
b) The expense of accommodation at the Harlow campus, including rent, heat, light, and business related telephone charges. If a faculty member cannot be accommodated at the campus, accommodation may be paid elsewhere.
c) Local travel expenses on University or program related business. Such expenses must be accounted for as per University policy.
d) In lieu of a per diem, a cost of living allowance for 12-week programs will be $900 Canadian and 6-week programs shall be $450 Canadian. This allowance will be reviewed annually by the Director of the Harlow Campus to ensure it reflects the cost of living in the U.K.
e) Should the teaching or supervision at the Harlow Campus constitute extra teaching, the faculty member is entitled to appropriate payment. Teaching schedules should be planned to keep extra costs at a minimum.
Public Relations Costs
Reasonable expenses for public relations shall be provided, including: reception costs for cooperating teachers and heads, school authority officials, trustees and others who assist in the delivery of the University programs; and reception costs for official visitors to the Harlow Campus.
Reception costs for participants in the program will be reimbursed for only one occasion per semester