 Financial
Information
Below is 2007-08 information.
The EAP Student Financial Services
office is located at the Universitywide Office of EAP in Goleta. This
unit coordinates your financial aid matters with your campus. The EAP
Student Financial Services unit bills UC program fees to your EAP account—your
EAP account is not reflected on your UC campus accounting system.
 Frequently
Asked Questions
Financial
Aid
Financial
Pre-departure Checklist
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Looking at the Budget
The EAP Undergraduate Student Budget
Worksheet will help you calculate anticipated program costs so you
are financially prepared to go abroad.
Print the budget and the payment coupons.
The budget will give you an idea of the expenses associated with your
program. Start thinking now about how much money you will need. Talk to
past participants and see what they recommend.
If you are on financial aid, talk to your campus Financial Aid Office
for detailed advice. Compare your financial aid packet with your Undergraduate
Student Budget Worksheet.
The Undergraduate Student Budget Worksheet is divided into two sections
that specify the types of expenses you will need to know about:
Section 1: Program Fees
These are fees that you pay to EAP. Typically, fees include UC registration
and educational fees (including campus fees, which vary by campus), non-resident
tuition if applicable, on-site orientation, and fees for the mandatory
EAP health insurance. Depending on the program, other fees, such
as housing, may be paid through EAP. Check your specific Undergraduate
Student Budget Worksheet.
Section 2: Estimated Personal Expenses
The amounts listed under Estimated Personal Expenses are paid by you
to providers here, or abroad. These amounts are not collected by EAP.
The personal expenses estimates are intended to provide a reasonable
minimum estimate of personal costs associated with the term abroad. The
estimates are based on a lifestyle corresponding to student status.
The estimate does not include optional independent travel,
emergencies, personal entertainment, or major currency fluctuations.
A student who manages funds diligently should be able to provide for
basic needs as estimated in the budget. However, EAP funds are not available
to compensate for situations in which a student may have failed to monitor
expenses carefully. In extreme circumstances, a student may have to withdraw
from the program and possibly incur the academic and financial consequences
associated with withdrawal. The EAP Undergraduate Student Budget contains
an exchange rate based upon the economic forecast for the term of the
program. Do your own research for the most up-to-date rates.
Budget Carefully While Abroad!
At most sites students are personally responsible for making monthly
payments for rent and utilities. In addition, there are costs for food,
local transportation, school supplies, excursions, etc. In some instances,
rent needs to be paid in full, up front. Budget accordingly! Estimated
expenses for each program are provided on the Undergraduate
Student Budget Worksheet.
Changes in Fees
Program Fees are subject to change based on Regental, campus, or EAP
action. If fees are adjusted for any reason, students will be notified
of the adjustment and the new balance of their account.
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Graduate/Professional Fees
Additional UC fees are assessed to graduate and professional students.
Amounts may vary depending on UC campus, graduate and/or professional
school, year of admission to graduate program, and California residency
status.
Refer to the EAP Undergraduate Student Budget Worksheet online to estimate
the fees you will be assessed. EAP will work with your graduate department
or school to confirm graduate fees that may apply to you. If you have
questions, contact your EAP Student
Finance Analyst.
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Financial Obligations
Students are responsible for paying their debts abroad. EAP is negatively
impacted when a student fails to settle his or her debts in the host country.
Students who leave unpaid charges abroad are subject to disciplinary,
financial, and academic penalties imposed by the University of California.
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Alternate Status
Students with alternate status who are not placed in an EAP option will
receive a full refund of program payments. Refunds will be issued approximately
30 days after EAP notifies students that they cannot be placed.
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Handling Money Before You Go Abroad
Budget Planning
All students should think about their daily financial expenses and plan
ahead for their time abroad. Some questions to ask yourself:
- How much money will you need to cover pre-departure expenses?
- How do you expect to receive funds and pay expenses while abroad?
- Are checks or credit cards accepted for rent and everyday expenses?
- Are there ATM machines available?
- Who will pay your bills while you are abroad?
- Who has been assigned your power of attorney to discuss your financial
matters with EAP?
- What is your back-up plan (such as using credit cards, loans, ATM
machines, or other sources of funds) for either emergencies or temporary
delays in receiving funds such as your financial aid disbursement?
It is recommended that you do not rely solely on one method to handle
finances while abroad. Past students stress variety for success.
ATM Card
ATM cards provide a convenient way of getting cash, making deposits
and transfers, and verifying account balances. The bank will issue the
ATM card and a personal identity number (PIN). Make sure the PIN has the
correct number of digits to be used abroad. The requirements vary by country.
Sometimes a PIN that begins with the number zero may be rejected by foreign
ATM systems.
Consult with your home bank and credit card company for information
about using an ATM card abroad (and the number of digits required for
the PIN for the ATM). Advise them that you will be abroad for the period
of time you are on EAP. Find out which foreign banks are affiliated with
your home bank and determine the services you may use.
Your current balance may not appear on the receipts
issued by the ATM machines abroad. Keep good records, or arrange online
access to monitor your bank account.
Credit Cards
Students should consider taking at least one major credit card abroad
for emergencies. Credit cards are especially useful in medical or financial
emergencies.
Some U.S. credit card companies charge higher fees and/or interest for
transactions conducted abroad. Check with your credit card company, before
departure, to see what charges will apply.
Travelers Checks
Follow the instructions provided with the travelers checks for safe
transport and cashing options. A passport is usually required for identification
when cashing travelers checks. In some locations students will have difficulty
trying to cash travelers check. Check the information in the Student’s
Guide to EAP to learn more about the accessibility and use of travelers
check in your host country.
Exchanging Money After Arrival
Money can be exchanged at banks, foreign exchange offices, airports,
hotels, some tourist information centers, and sometimes at travel agencies,
depending on the country.
Banks generally offer better rates. Exchange rates at hotels, train
stations, and tourist shops can be less favorable, depending on the country.
A passport is required for exchanging money.
Power of Attorney
EAP students are strongly encouraged to arrange for a relative or other
responsible party to have their power of attorney for the time they are
abroad. This arrangement cannot be established once the student is abroad,
as it requires notarization.
The person assigned the power of attorney can then help with financial
transactions, as they will be empowered to:
- Make deposits and withdrawals in your U.S. bank account
- Write and sign your checks
- Endorse and cash or deposit checks and drafts made out to you
- Pay your credit card and other bills
- Arrange for overseas money transfers
- Receive and check your account statements
- Open and close other accounts in your name
Arrangements must be made with your bank for a specific individual to
have your power of attorney, and the accounts to be covered by the power
of attorney must be specified. The designated individual will retain the
power of attorney until written notification cancelling it is provided.
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Estimated Personal and Program Expenses
A sampling of expenses you can expect to incur follows. EAP has provided
estimated costs where possible. However, bear in mind that these costs
can fluctuate without notice. Not all costs are applicable to all students
in all programs. Check your Undergraduate Student Budget carefully.
Before Departure
Some host universities will bill for dorms and deposits prior to the
program start date. Review your UOEAP online packet information regarding
the billing party for these expenses. Review your Undergraduate Student
Budget Worksheet to confirm whether these expenses are paid out of pocket
or included in your program fees.
- First payment to EAP ($450)*
- U.S. passport fees
- Notary fees
- International student ID
- Various photos
- Visa
- Medical exam(s) and other medical expenses
- Inoculations
- Prescriptions to last the duration of the program
- Optional preventive medical expenses (dentist, eye doctor, etc.)
- Student rate airfare
- Independent travel before program
- Shoes and clothes for the new host climate
- Money belt
- Travel guides
- Gifts for host families
- International phone card
- Luggage
*The first payment of $450 due to EAP is automatically deferred
for financial aid students.
While Abroad
The EAP Undergraduate Student Budgets contain a sample of what costs
you may expect. Most costs vary by student and by program. Read the student
budget carefully to see what applies to you. The budget estimate does
not include personal entertainment or independent travel abroad, nor do
they account for major fluctuations in exchange rates or emergencies.
- Housing deposits
- Room and meals*
- Books*
- Local transportation*
- Bicycle
- Independent travel during program
- Internet fees
- Luggage storage fees (during travel if needed)
- Cell phone (usually better to acquire once abroad)
*See Estimated Personal Expenses in the Undergraduate
Student Budget Worksheet. Divide the amount by the number of months
your program lasts to determine the estimated monthly expense for each
item.
Before Returning Home
Again, the following is just a sample of what costs you may incur. Plan
for any expenses that may apply to your individual situation.
- Final expenses due to your host university or dormitory
- All outstanding bills
- Final rent payment
- Housing repairs, if any
- Adjustment fees for your plane ticket
- Independent travel after program
- Departure taxes
- Transportation-related expenses (taxis to airport, etc.)
- Shipping costs (if needed)
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How to Pay EAP Program Fees
Your EAP account is not reflected on your UC campus
billing system.
The EAP Payment Coupons are available on the web at eap.ucop.edu/eap/budgets
along with the Undergraduate Student Budget Worksheets. The Payment Coupons
will tell you when the payments are due, the payment amounts, and the
address where the payments need to be sent. EAP participants and alternates
(with or without conditions) are expected to pay the Program Fees directly
to the Universitywide Office of EAP in accordance with the dates and amounts
outlined on the payment coupons. Payments may be made by check or money
order. Credit card payments are not accepted.
Payments must be made payable to the UC Regents. Enclose a check or
money order along with the corresponding payment coupon. Checks must include
a student’s UC home campus, three letter program code, EAP country
and academic year for identification (SID#’s are not used by EAP).
Mail payments for participation in EAP to:
Universitywide Office, Education Abroad
Program
6950 Hollister Avenue, Suite 200
Goleta, California 93117-5823
- Payment by credit card, debit card or bank wires are not accepted
- Do not send payments to your UC home campus
- Program fees are subject to change (Refer to the EAP Student Agreement,
Appendix I, 2b and 3b)
- Check your program-specific budget on the EAP website for updates/changes
Students who have an outstanding balance at the end of their program
will receive a final billing statement. EAP will send this statement 30
days before the final payment due date. The billing statement will be
sent to the student’s U.S. financial address. Holds
or blocks will be issued at UC campuses for students who do not meet their
financial obligations. Refer to your program-specific payment coupons
for due dates.
Students who receive financial aid will have the first payment of $450
deferred. You will be billed later for any balance not covered by financial
aid. Students who do not provide information necessary for the timely
completion of the financial aid process will be considered non-financial
aid students by EAP, and will be ineligible for the initial payment deferral.
Financial aid students are expected to be familiar with the composition
and status of their financial aid package at all times, both before and
after departure.
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Extending Your EAP Participation
Once your extension has been approved by your UC campus, notification
will be sent to your home campus Registrar, Financial Aid Office, and
EAP. Allow for time to process your updated status. This will affect your
billing and one time disbursement. Students who choose to extend their
EAP participation need to take the following steps regarding finances:
- Contact your Campus EAP Office and Financial Aid Office (if applicable).
- Budget appropriately! There may be a delay in your financial aid
disbursements due to the repackaging of your financial aid.
- There are deadlines that govern the extension process. (This information
can be found in the EAP Student Agreement or the EAP Petition to Extend
form.) If you initiate the process and change your mind after the deadline
date, you will be charged a $100 fee.
- Your UC campus may send you a bill for the term to which you are
extending your EAP participation. If you are billed, contact your Campus
EAP Advisor for assistance.
Extension Budget/Payment Deadline Dates
Billing statements will be mailed to the student’s U.S. financial
address 30 days prior to final payment due date.
| Extend from a |
to a |
Final Payment Due |
| Fall program |
Year program |
March 15 |
| Spring program |
Year program |
September 15 |
Contact your EAP
Student Finance Analyst via email if you have any further questions.
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Withdrawal from EAP
Withdrawal from EAP, either before or after departure, requires written
notification to EAP. Students who withdraw prior to departure must complete
a “Pre-Departure Withdrawal Form” at the Campus EAP Office.
No financial liability to EAP is incurred if the withdrawal is completed
prior to the withdrawal deadline as specified in Section 9 of the Student
Agreement. Students who withdraw or become disqualified to participate
in EAP after that deadline are subject to a $100 minimum fee, program
fees, and non-recoverable costs determined by EAP, regardless of the reason
for withdrawal.
Additional penalties, including non-recoverable program costs and fees
assessed by a host university, institution, or third party service provider
abroad, may apply according to deadlines established by those entities.
Disqualification includes administrative withdrawal. Students who fail
to complete academic or administrative requirements allowing their placement
or continued participation will be subject to Administrative Withdrawal
from the program. All disqualified students are subject to applicable
financial and academic penalties.
Scholarships and other financial aid are retroactively reduced if a
student withdraws or becomes disqualified. If these adjustments result
in a balance due to EAP, the student’s UC registration will be blocked
until such balance is paid.
In revising student accounts based on withdrawals, students may receive
refunds or credits to their EAP student accounts according to the type
of fee or expense. Fee categories and refund terms are as follows.
Program Fees
- UC Registration and Education fees and EAP summer program, ILP and
Pre-ILP fees (where applicable) are refunded according to Federal Title
IV regulations as interpreted by each UC campus. Go to the UC
Budget Office wesbite. Select the appropriate academic year, and
then select “Schedule of Refunds.” The refund schedule applicable
to EAP participants is Schedule B.
- Campus fees are charged by EAP term, and are not refunded after the
start of the term.
- Housing, pre-ILP housing, and ILP housing fees charged by EAP (where
applicable) may be refundable; this is determined by the contract between
EAP and the housing provider.
- Orientation, field trip, and student activities fees are generally
not refundable unless costs can be recovered by EAP.
- Some fees charged by EAP, such as health insurance, are not refundable.
Estimated Personal Expenses
Students who withdraw may have incurred personal expenses, referred
to in the Student Budget Worksheet as Estimated Personal Expenses. Students
are personally responsible for these costs, and should bear in mind that
airlines, housing providers, and other non-EAP entities may have cancellation
penalties for fees paid directly to them.
For financial aid students, the impact on financial
aid will depend on the type of expense and the date of withdrawal. Based
on the Effective Date of withdrawal, the EAP Student Budget will be revised
and sent to the student’s home campus Financial Aid Office. Based
on this revised budget, the student’s aid package may also be revised,
as follows:
- For all expenses charged to students by EAP (section 1 above), financial
aid recipients will receive a credit on their EAP Student Account for
any refundable cost, as described above in section 1.
- The “Estimated Personal Expenses” category of the Student
Budget will be re-calculated. For purposes of financial aid, students
will receive full credit for pre-departure expenses and roundtrip airfare
as estimated in the original Student Budget. However, all other Estimated
Personal Expenses will be re-calculated based on the actual amount of
time spent enrolled in EAP.
- Based on any credits to the student’s EAP Student Account, revisions
to Estimated Personal Expenses, and Title IV regulations as interpreted
by the student’s home campus Financial Aid Office, the student’s
financial aid may be reduced. This determination is
made by the home campus Financial Aid Office, not by EAP.
- Once the student account and financial aid package have been revised,
a statement reflecting any credits or debits will be sent to the student’s
U.S. financial address, as reported in the EAP file.
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