Finance and Banking

Purchasing While Abroad

Middlebury’s Accounts Payable Office can assist by providing sources for travel related services and information on the most efficient and cost effective process to acquire goods and services in a foreign country while traveling on Middlebury business.

The Purchasing Card is the preferred method for making purchases while abroad in accordance with Middlebury’s Procurement Policy and Grants and Sponsored Research Policies.

Information on how to apply for a card and policies and procedures can be found at Purchasing and Payment. 

In cases when the p-card is not accepted, a cash travel advance or a request for reimbursement may be requested in accordance with Middlebury’s Travel Policies. 

Capital equipment item purchases (purchases greater than USD $5,000) need to first be approved via the Capital Equipment process coordinated by the Budget Office. For information about insuring these items, visit Business Services].

Additional restrictions may apply to certain controlled information (e.g., technical data, encryption software) as well as controlled physical items (e.g., scientific equipment) regardless of the value. See our information on Export Controls, Import Controls, and Trade Sanctions for more details.

All contracts with Third Parties need to follow the contract policy and be reviewed by Business Services.

Financial Reporting

Timely, reliable financial reporting regarding global activities is essential for budgeting, accounting, and compliance with tax laws and other regulations. In addition, depending on the country and entity type, some jurisdictions require local books and records on hand at a Registered Office Address and available for inspection by local authorities.

All programs are required to submit expenses in Oracle. Contact the Controller’s Office at controllers@middlebury.edu to set up the accounting process.

Budgeting

New educational opportunities must begin by completing the Program Abroad Budget Form. This form includes an estimated budget for the program. This includes revenue and expenses that should be considered when developing the program. Not all lines will apply for all programs. If you need assistance developing the budget, please contact Edin Suljanovic at esuljanovic@middlebury.edu. 

For assistance in budgeting for activities that will be funded with external grants or contracts, contact one of the following:    

• For Vermont-based projects, contact Chuck Mason, Director of Grants and Sponsored Programs, at cmason@middlebury.edu or Nick Brightman, Associate Director of Grants and Sponsored Programs, at nbrightman@middlebury.edu. 
• For Monterey-based projects, contact Meghan Rasmussen, Director of Foundation Relations and Institutional Grants, at mrasmussen@middlebury.edu or Steve Marino, Manager of Finance, at smarino@middlebury.edu.

Establishing Foreign Bank Accounts

It is sometimes necessary for Middlebury to establish local bank accounts to support the work of a program, center, project or other entity taking place overseas. Note that it may not always be possible to open a foreign bank account in the name of Middlebury without undergoing some form of legal registration in the specific country. If you believe that a foreign account is needed, please contact the Treasury Department well in advance of the starting date. 

Information that will need to be provided include:

• A description of the program
• Purpose and duration of the proposed account
• Name and information of the proposed local bank to be used
• Procedures for depositing, withdrawing, and transferring funds
• Proposed authorized signers in addition to Middlebury’s Treasurer
• Process for reconciliation of all transaction activities and ending balance on the bank statement to entries in the general ledger