Treasurer Information

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Travel Expense Reimbursement Summary

To expedite the travel reimbursement and to prevent accidental or erroneous expense report rejection please specify the purpose of your travel in the expense report title as instructed.  Use the comment field for more explanation as needed.

  1. Voting AdCom:  up to $3,000/year to attend AdCom meetings:
    • The hotel is allowed only for meeting days.
    • Non-author conference registration is allowed and does not count against the $3k limit.
    • Any over-the-limit expenses must be approved by IES President prior to the travel.
    • Submit your expense via Concur.  More here...
  2. Non-voting AdCom - require the president's preapproval:
    • Submit Travel Authorization Request Form to the President before your trip.
    • Mandatory reporting to the IES Treasurer on the travel outcomes up to 250 words long and within 10 days of return and before filling the travel expense reimbursement request. Please submit in PDF, MS Word DOCX, or Libre Office ODF file format.
    • Failure to report may result in the rejection of the reimbursement requests.
    • Submit your expense via Concur.  More here...
  3. Committee meeting travel - please contact your committee chair for approval if a budget was pre-allocated for such travel. Otherwise, you must get the president’s pre-approval:
    • File the cost of that portion of the trip with that VP committee travel purpose level. (Do not use AdCom travel purpose level.)
  4. Travel outside of AdCom meetings - may require the president's preapproval:
    • If authorization for travel was not previously approved or part of previously budgeted activities, please obtain approval from IES President prior to the travel or purchase
    • If needed submit Travel Authorization Request Form to the President before your trip.
    • Mandatory reporting to the IES Treasurer on the travel outcomes within 10 days of return and before filling the travel expense reimbursement request.
    • Failure to report may result in the rejection of the reimbursement requests.
  5. Society Award recipients - follow the award specific $ limit; Non-author conference registration is allowed and does not count against the $ limit.
  6. SYPA travel assistance - limit is set per event. The conference registration fee, if submitted, counts against the $ travel assistance limit.
    • Presented in the SYPA activity session is required in order to qualify for travel reimbursement.
    • Common mistakes: 1) not using the correct travel "purpose level."  More here...
  7. Multiple purposes travel - fill in separate expense requests for each portion of the trip that relates to the corresponding activity.
  8. IT-related expenses, such as web hosting - please fill out the Purchase Order and IEEE will pay with a credit card.

If you already know how to create an expense report log in here.

IConcur is hereEEE has introduced Concur, a new volunteer expense reimbursement platform. Concur has been introduced in a multi-phased rollout beginning in late 2018. However, due to travel restrictions during the recent pandemic, you may not have had a chance to get familiar with it yet.

You can use Concur smartphone app to upload expenses as they occur (snap a photo), and the moment the last expense is recorded, submit your report for reimbursement, read More here...

Things change, some expenses may not be approved if specific rules are not followed

  • Post-pandemic related fine-print from IEEE (May 2022)
    Here is an incomplete summary:
    • All IEEE volunteer travel and associated meetings must adhere to appropriate guidance from cognizant local public health authorities.
    • Volunteers engaged in IEEE travel at this time voluntarily elect to participate in the activity with knowledge of the dangers involved. Volunteers should understand that IEEE will not indemnify them for any health risk or economic or other loss resulting from exposure to COVID-19 during travel.
    • IEEE will not reimburse costs associated with any known ahead mandatory or self-quarantine or isolation associated with IEEE volunteer travel.
      If there is a risk of quarantine on entering or departing an area, IEEE volunteers should instead plan to participate virtually using IEEE video and teleconferencing tools.
    • IEEE might reimburse certain costs incurred due to incidental quarantine resulting from an unexpected positive test.
    • Your health insurance is responsible for health coverage within your home country.

Never used it before? You need to create an account.

  • Feel like you need some training?
    • View a new platform overview, how to create Concur account, download an app, and contact Concur’s user support desk here.
    • View a brief informational video here or a comprehensive video tutorial here. Take training here. Learn more at concur.com.
    • For general questions, contact IEEE’s project team at concurfeedback@ieee.org.
  • To establish a Concur account, click on https://corporate.ieee.org/resources/travel,-medical-and-insurance/ieee-expense-report,
    then follow the registration buttons on the right side of the screen
  • Once you request Concur access you must wait a period of 24 hours before your account becomes active.
  • Once the 24-hour period has elapsed, click the link here.
 More questions?
  • Please check out our FAQ page before contacting the finance committee.

Dr. Aleksander Malinowski, IES Treasurer

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