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COLOR CODING KEY AND INSTRUCTIONS FOR COMPLETE BUDGET TEMPLATE
COLOR CODING KEY: WORKSHEET TABS
Yellow Tabs - Data Entry Required
BUDGET TEMPLATEEnter all estimated costs here.
ADMISSION FEES AND HONORARIATo list all planned admission fees and honoraria
Green Tabs - No entries required - calculations for 12 students, minimum enrollment
COLOR CODING KEY: CELLS
YellowDATA ENTRY REQUIRED - you must fill them in (even if you enter 0).
WhiteOPTIONAL - based on your program needs.
PinkTitles (no entry required)
BlueCalculated summary results (no entry required)
GreenDescriptions & Calculations (no entry required)
OrangeFixed expenses (no entry required)
BUDGET TEMPLATE Instructions
TABLE 1: COURSE INFORMATIONTABLE 2: FACULTY INFORMATION
Course Title: Title of travel course.Program MassArt Faculty Leader
Estimated Travel dates:Proposed dates of travel.1) Name: Name of faculty leader(s).
Number of nights:Number of NIGHTS of travel.2) Name:
Support Staff or Program Specialist
TABLE 3: PARTICIPANT AND REVENUE INFORMATION1) Name: Name(s) of support staff (Number of faculty plus support staff not to exceed 2)
Total # of student participants (1 faculty: 16 or 2 faculty: 18)182) Name:
Total # of leaders and staff2
Total # of travelers20TABLE 4: CURRENCY
Rounded Program fee per student *BASED ON ESTIMATED COSTS*formulaLocal Currencye.g. euros EUR
Total expected revenue (rounded to even $100)formulaAnticipated conversion factor to US $Budget may be entered in local currency, US dollars or a combination of both. If all US dollars, enter a conversion rate of 1.
TABLE 5: ANTICIPATED EXPENSES
Anticipated Expenses# of Days or NightsPrice Per Person # of PersonsSubtotal: Estimated (local currency)Subtotal Estimated (USD)Method of Payment*Actual Expense (local Currency)Acutal Expense (USD)
Payments to staff (e.g. teaching assistants, visiting artists)Enter “per person” costs. Group rates can be added in "Other Expenses." Enter "0" if not used0 if not used0 if not used0 if not usedEnter anticipated payment method: Cash, P-Card, Wire Transfer, Pre-Paid.To be completed upon your returnTo be completed upon your return
Payment to on-site cultural liaison0 if not used0 if not used0 if not used
Domestic flights20
International flights20
Trains20
Bus20
Taxis20
Lodging Destination A# of nights20
Lodging Destination B# of nights20
Visas20
Admission fees for sites/museums, guided tours**
Tips/gratuities0 if not used
Honoraria to on-site visiting artists**
Hospitality to hosts 0 if not used
Group Meals (e.g. farewell meal)# of mealsEnter per person cost 18
Faculty/Staff Meal Allowance ($42 per day)42 most likely 2
Phone/internet expenses for leadersEnter per person cost most likely 2
Faculty travel to/from the airport
Other expenses: Can be used for lodging beyond 2 locations
Other expenses: Can be used for group rates
Other expenses: Can be used for supplies or course specific items
Subtotal of Variable ExpensesformulaformulaTo be completed upon your returnTo be completed upon your return
Contingency (fixed percentage of international airfare estimate)formula
Contingency (fixed percentage of domestic airfare estimate)formula
Per Person Travel Agency Fee (fixed value)$25 20formula
Overhead / Administrative Expenses (fixed value)$500
Travel Insurance (fixed value)$50 20formula
Emergency funds (fixed value)$1,500
Total expenses (each currency)formulaTo be completed upon your returnTo be completed upon your return
Total Expenses Local Currency Converted + USD Expensesformula
Total expected revenueformula
Surplus/Deficitformula
ADMISSIONS FEES AND HONORARIA Instructions
ANTICIPATED ON-SITE ADMISSIONS FEES
Museum/Site NameEnter each museum or cultural site you intend to visit.
Price Per Person (Local Currency)Cost per person if using local currency.*
Price Per Person (USD)Cost per person if using USD.*
NotesOptional
ANTICIPATED ON-SITE HONORARIA
Visiting Artist/Lecturer NameName of the artist.
Price Per Person (Local Currency)Cost per person if using local currency.*
Price Per Person (USD)Cost per person if using USD.*
# of PersonsMay be changed
NotesOptional
*For each site/museum or honorarium payment, you can enter the cost either in USD or local currency, but not both. You will receive an error message if you enter information in both columns.