Preparing to Depart
Before you depart on your program there are just a few things that you will need to do to stay enrolled at KU while you are abroad as well as prepare you for your study abroad experience. Please follow the steps below.
Complete Study Abroad Requirements
Once you have received your Acceptance email, log in to your JayhawksAbroad account, click on the program you have been accepted to and complete the online materials. It is very important to complete all the online questionnaires, material submissions, required readings, as well as signature documents required for your program in a timely manner. You will be frequently reminded if items are not complete.
Below is a list of the typical items that will need to be completed after being accepted in a program.
- Financial Contract - This document must be signed and submitted by a designated due date listed on the form in order to confirm your acceptance into the program. See "Confirm your Acceptance and Submit Financial Contract" below.
- Liability, Medical Release and Conditions of Participation Form - This document is for you to verify that you will comply with the conditions of participation and that you will have adequate health insurance for the entire program dates. This document must be notarized.
- Submit a copy of your Passport
- Sign the Withdrawal Policy
- Submit Travel Plans
- Read the Orientation Handbook (pdf)
- Read any program specific handbooks
- Complete the Smart Traveler Enrollment Program (STEP) through the U.S. Dept of State.
- Read the Travax Health Report
- Attend a required Travel Health Consultation
- Any other items specific to your study abroad program
Secure Financial Aid and/or Scholarships
If you are planning on using financial aid and/or scholarships to cover all or part of your study abroad fees, you must answer "Yes" to the Financial Aid & Scholarships question in your online acceptance Questionnaires. KU Office of Study Abroad will submit a program cost detailing the full cost of the program to the KU Financial Aid and Scholarships office (KU Visitor Center).
Make sure to contact the Financial Aid and Scholarships office at 785-864-4700 to inquire about financial aid funding and processes early. Make an appointment to speak to a Financial Counselor to go over all your options and to complete any necessary paperwork before committing to the study abroad program.
Confirm your Acceptance and Submit Financial Contract
For most programs, you will have 2 weeks after you receive your Acceptance email to confirm your space on the program. This step includes submitting your signed Financial Contract. The Financial Contract is a binding agreement that tells our office that you have agreed to participate in the program and that you are financially responsible for paying all program related tuition and fees. It is very important that you secure financial aid before committing to the program and before signing and submitting the Financial Contract. Once our office receives your signed Financial Contract we will post your Program Fees on your KU Enroll & Pay Account.
It is your responsibility to log on to Enroll & Pay and pay your fees by the stated due dates. Non-KU students, see below for more information regarding this step. NOTE: If you withdraw from the program after you submit the Financial Contract you will still be responsible for $300 plus any non-recoverable fees (in some cases the full program fee will still be due).
Non-KU students will be given specific instructions on how to obtain a KU online ID for the KU Enroll & Pay system. Non-KU students will first need to be admitted to KU as Non-Degree Seeking students and then register for a KU online ID in order to enroll (see below) and pay for their program fees and tuition on the KU Enroll & Pay system.
Enroll in Study Abroad courses
After submitting your Financial Contract, it is your responsibility to log on to Enroll & Pay and enroll in study abroad courses. All study abroad students must enroll as it is a condition of participation on study abroad programs. Instructions on enrolling into a study abroad course or study abroad courses will be included in the Enrollment section of your online materials. Late enrollment fees can apply so it is very important that you complete your enrollment soon after you are accepted into the program. In addition, financial aid disbursements can be delayed if you are not enrolled. Your tuition for the program will be posted on your Enroll & Pay account as soon as you are enrolled.
Pay for your Tuition and Program Fees
Once your Study Abroad Program Fee and Tuition is posted online, the KU Bursar’s Office will prepare a bill for you. KU Bills are available online on or about the 21st of the month and are due on the 15th of the following month.
Initial term invoices are generated as follows: Fall = August 21, Spring = January 21, and Summer = April 21. Payments must be received by the appropriate due date to avoid a non-refundable $100 late payment fee. If a second bill is sent and is not paid by the due date, another non-refundable $100 late payment fee will be assessed to the student’s account. Thereafter, a 1.5% default fee will be assessed on all unpaid tuition and fees until the charges are paid in full. A student will NOT be able to enroll in future terms, or receive a transcript or diploma until the account is paid in full.
The University of Kansas billing system is completely online. Students will be notified by email around the 21st of each month when a new eBill has been generated. To obtain your eBill, login to Enroll & Pay then select Manage Account - Print/View a Bill.
Clink on the links below for instructions on how to pay your eBill.
If you are not able to pay your tuition and program fees in one lump sum you can sign up for a payment plan through Tuition Management Systems (TMS). For more information on TMS payment plans, please contact the KU Bursar’s Office.
Attend KU Mandatory Study Abroad Orientation
KU Students: You are required to attend a mandatory Study Abroad Orientation before you are allowed to participate on your study abroad program. Details about the date and time of the KU Orientation will be included in your acceptance Required Reading documents online.
Please view the KU Study Abroad Orientation Handbook (pdf) before you depart as the handbook has information regarding what to pack, what to expect when you get there, health and safety information, academic policies and code of conduct.
If you have any questions regarding the information above, please contact our office at 785-864-3742 or firstname.lastname@example.org.