Payments prior to travel
All payments made to vendors abroad prior to travel must come through the Education Abroad Office. Please contact business manager Meghan Monahan or Sara Robinson for assistance.
- Reservations Under $9,999
Reservations for charges under $9,999 can be made with a university card, where accepted by a vendor. Higher amounts can be paid with a card only for accommodations and transportation (air and ground).
- Reservations of $10,000 or higher
All reservations or charges of $10,000 or higher (except for accommodations and transportation) require a contract. Please allow at least three weeks for the creation and processing of contracts.
Funds for Use During Travel
Cash advances are intended to provide funds for expenses that can't be prepaid or paid via p-card. If you have in-country expenses that you will need to pay while abroad, you will need to apply for a cash advance. The process for Cash Advance requests is outlined in the WyoCloud Knowledge Base.
Requesting a cash advance:
Requests for cash advances should be delegated to your academic department’s business manager or Meghan Monahan. If you request your own cash advance or have your department’s business manager request it on your behalf, you must forward Meghan Monahan the approval notification. Please consult with Sara Robinson or Meghan Monahan to confirm the amount available in your program account which can be taken as an advance.
- No account number is needed to apply for an advance.
- Cash advances should be requested at least 10 business days prior to travel.
- The return date for the cash advance request should be one week after the end date of the class.
- If you plan to remain abroad for more than one week after the class ends, and are
requesting a cash advance, please inform Meghan Monahan.
- Funds will be deposited directly into the account you have set up in WyoCloud.
- Faculty per diem is paid after the return date and cannot be included in the cash advance request.
Reconciliation of a cash advance:
By accepting the cash advance, you accept personal responsibility for those funds. Faculty are responsible for submitting receipts to the Education Abroad Office upon completion of the program. Any funds unspent or unaccounted for must be paid back to the UW Cashier immediately upon return.
- Cash advance reconciliation must be completed within 10 days of return to the United
States. If you plan to stay abroad for longer than 10 days after the program ends,
please contact Meghan Monahan.
- Receipts must be scanned or photographed and either uploaded to WyoCloud, or submitted
electronically to Meghan Monahan.
- It is recommended that you take photos of receipts as you receive them (as a back-up).
It is recommended that you carry a small receipt book with you, for use in case a receipt is unavailable. Receipt books are available upon request from Meghan Monahan. The receipt must include the following:
- Date of expense
- Expense amount (in currency used)
- Purpose of expense
- Signature of vendor
- Maintaining a daily spending journal for cash expenditures is recommended.
- If you will be using a p-card while abroad, contact US Bank at 800-344-5696 to have
the card opened for the country or countries in which you will be traveling. This
may not be required, but it is recommended. Please be sure to set up your US Bank Online Account prior to departure. The US Bank Online App allows uploads of receipts from a smartphone or tablet.
- All receipts for p-card purchases must be retained. We recommend that you also photograph
the receipts, so that you have a digital copy, if needed.
- P-card receipts must be uploaded to WyoCloud by faculty. It is recommended that this
be done while abroad.
- Reconciliation can be done by the Global Engagement Office business manager, Meghan Monahan right away. Please just let them know when receipts are uploaded.
- Please ensure that Meghan is set up as a delegate for your account on WyoCloud.
- All receipts for p-card purchases must be retained. We recommend that you also photograph
the receipts, so that you have a digital copy, if needed.
Spending Restrictions:
- Absolutely no alcohol can be purchased using student or UW funds during a study abroad
class. Any alcohol purchased must be paid for at the point of sale, using personal
funds. P-cards cannot be used to purchase alcohol.
- Medication, medical supplies, or medical care.
- Any personal expenses, including souvenirs.
- No cash should be given to students.
If you need p-card assistance during University business hours, e-mail pcard@uwyo.edu, or call Kristine Horejsi (307-766-5717).
If you need to call US Bank while abroad (701- 461-2010), they may ask for the following information (for card verification purposes):
- Monthly spending limit (generally $7500)
- If asked for the last four digits of the SSN or Employee ID Number, provide the last
four digits of your W number.
- Transaction limit ($4,999)
- Name of p-card administrator: Kristine Horejsi
- Billing Address:
- 1000 E University Ave.
- (YOUR DEPARTMENT ADDRESS CODE)
- Laramie, WY 82071
- Please notify Meghan Monahan when you return.
- Receipts should either be uploaded to WyoCloud (with an expense description and purpose)
or submitted electronically to Megha Monahan in the Global Engagement Office within
10 business days of return
- If receipts are submitted electronically to Meghan Monahan, they need to be separated
into the following categories:
- Accommodations
- Transportation
- Meals
- Entry Fees/Tours
- Teaching Supplies
- Tips or honorariums
- Non-English receipts must include an expense description and purpose.
- Accommodations
- Once the expenditures are reconciled, Meghan will contact you with:
- Instructions on how to return unspent cash from an advance
- Instructions on how to approve the expense report
- Instructions on how to return unspent cash from an advance
Global Engagement Office | Center for Global Studies | Education Abroad | International Students & Scholars | English Language Center