Treasurer Information

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IES Expense Reimbursement Procedure

  • Travel Authorization Request Form to be submitted to the President before your trip (for travel outside of AdCom and Officer meetings by voting members)
  • 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 (fill out the Travel Authorization Request Form).
  • If travel is part of an existing budget line of a specific committee, please obtain an email from the corresponding VP/Chair.
  • Submit your expense via Concur. More here...
  • For IT-related expenses: IT expenses such as hosting: please fill out the Purchase Order and IEEE will pay with a credit card.

Award Ceremony Travel Reimbursement

Many but not all of our Society Awards come with a travel stipend of various levels. Concur is used for travel reimbursement even if you are not an IEEE member. More here...

The same reimbursement policy applies to such travel. However, there are some differences too. For example, IEEE travel health insurance applies only to IEEE members and volunteers traveling for the purpose of volunteering for the Society. Receiving an award is not considering such volunteering. So you are not covered or reimbursed for any health coverage purchased to cover your trip.

Awards are considered an income and require that you fill a tax form

Concur is here! 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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