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Budgeting

When foreign entities are involved

Consider these issues when drafting a budget.

If work is being conducted in a foreign country

Does the prime sponsor allow for work to be completed by a foreign country/agency?

Acceptability will depend on the sponsor’s proposal guidelines/policies along with the specific award terms and conditions for work performed by funded or non-funded foreign entities.

How will WSU pay the foreign entities or individuals for their portion of the work?

Is the foreign country a cash-based society? If so, travel or SPS cash advances may be necessary.
It is imperative for WSU to understand the economic/financial capabilities of the country where the work is being conducted in order that a viable and traceable form of payment may be processed. The most common method used to exchange monies with foreign entities is through wire transfers to legitimate banks. Cash payments are NOT encouraged!

Will I need to develop a contract for the work being completed by this foreign entity?

  • Do we have a clear understanding of what that work will consist of in written form?
  • What type of written contract will this be? Subcontract, personal services contract or a contract funded through the Civilian Research and Development Foundation?

Is there a detailed budget to determine what the foreign entities costs for the project will be?

This will need to be calculated in U.S. dollars.

There are strict laws dealing with bribery.

Please review the definition of bribery and detailed information related to these laws in the Anti-Bribery Law document.

Review information regarding medical coverage when you are overseas.

Washington State University has partnered with On Call International to provide WSU employees and official volunteers with emergency and non-emergency related services and benefits to utilize while traveling. Coverage Summary

If the WSU principal investigator is traveling to a foreign country

Is this country war-torn, hostile, or dangerous? Are there security or other high risk situations within the country? If so, have you budgeted for these possible types of expenses (if allowed by the sponsor)?

  • High risk evacuation insurance coverage: Required for travel to Afghanistan, North Korea, Iran or Iraq. Please contact Risk Management and Insurance to determine the appropriate rate for World Wide Emergency Assistance Service Insurance.
  • Personal body guard expenses and his/her living expenses, salary, and related costs.
  • Bullet-resistant vests, GPS locators, satellite phones, security personnel, armored vehicles and drivers, etc.

Is the WSU employee going to be assigned a full-time foreign work location?

Budgeting for living differential is required, versus paying hotel costs and per diems. For details in determining how to budget for these differentials, please contact International Programs.

Does the traveler need foreign travel insurance?

Washington State University has partnered with On Call International to provide WSU employees and official volunteers with emergency and non-emergency related services and benefits to utilize while traveling. See WSU Risk Management Services’ Foreign Travel website for more information.

Is a translator/interpreter needed for travel to countries where English is not widely spoken?

Budgeting, and providing justification, for translators/interpreters should be done at the proposal state (if the proposal guidelines allow for these costs).

What vaccinations, if any, are needed for travel to your destination countries?

Budgeting for these items may be needed. If so, these costs need to be clearly identified in the budget. This cost may require prior approval from the agency.

Are there charges to obtain a visa to visit your destination country?

Some sponsors do not allow visa charges to be paid through sponsored funding.

Are incentives needed for foreign individuals who may help the principal investigator adjust socially in that country?

Incentives for foreign individuals who are assisting the project team out of the US should be budgeted according to sponsor and 2 CFR 200 guidelines as allowed.

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