• Use the Travel Authorization Request Form when asking for authorization for travel funds. You must sign in to a Google account to complete the form. The form will be automatically emailed to the Society President or related VP with cc's to the Treasurer upon submission.
• Travel Authorization Report Form - mandatory reporting to the IES President or related VP and the Treasurer on the travel outcomes before filling the travel expense reimbursement request. Failure to report may result in the delay or rejection of the reimbursement request.
• If travel authorization was not previously approved or is part of previously budgeted activities, generally, any applicant should check within their IES reporting structure before going directly to the IES president to ask for funding.

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

• Submit your travel expenses within 60 days of when they occurred or your travel started.
• Do your best to submit your travel expenses close to the end of the year in the first half of December (if possible.)
• IEEE Travel Guidelines (August 2022)
  • This is a local copy of the IEEE Travel Guidelines posted on the IEEE website.
  • If you are curious about the reasons for the rules, IEEE needs to follow the tax code of the land where the Headquarters is located - see the IRS publication 463.
• IEEE Policies (June 2022)
• IES Financial Guidelines (Oct. 2019)
• Volunteer Global Travel Accident Medical Plan
  • Group Name: Institute of Electrical and Electronics Engineers, Inc. (IEEE)
  • Business Travel Accident Medical Expense Policy # GTP 0009133402
  • You must notify the IEEE Office of Risk and Insurance Management Services at orims@ieee.org in the event of an emergency medical claim.
  • Your health insurance is responsible for health coverage within your home country.
  • Questions? - IEEE Office of Risk and Insurance Management Services (ORIMS) at orims@ieee.org or +1 732 562 5541.

• 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 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 e Concur account,  download the Concur app, and contact Concur’s user support desk.
  • 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 at least 24 hours before your account becomes active.
• Once the 24-hour period has elapsed, click the link here.

IT-related

• IT-related expenses, such as web hosting - please fill out the Purchase Order and IEEE will pay with a credit card.
• Services that cost above US$1k may require signing a contract. Contact the treasurer for more information BEFORE making the purchase.
• Services that cost above US$5k must be proceeded by a contract between the vendor and IEEE. Contact the treasurer for more information.

Other Purchases

• The purchase of office supplies needed for Society Activities must be preapproved by the President or corresponding VP.
• Small purchases below US$1000 can be reimbursed using Concur. The purpose level depends on the VP that oversees a particular activity.

Conference related Purchases

• Conference-related purchases are typically handled at the conference level by the General Chair and/or the Conference Treasurer.
• Conference-related purchases must follow related IEEE Policies:
  
  • Preapproval from IEEE HQ may be required above US$1k -- IEEE Policy.
  • Preapproval from IEEE HQ must be obtained above US$5k -- IEEE Policy.
  • Purchase of durable goods by conferences is very strongly discouraged.
    • “Emerging event’s budget problems shall not be addressed by purchasing durable goods instead of services. The goods end up owned by the event and thus Society and IEEE. That creates additional liability in case an accident happens. Lower revenue is always preferred to increasing IEEE exposure to potential liabilities.” – IES FinCom on April 23, 2024.