Travel Support

Limited, partial travel support is provided for officers, BoG members and committee chairs to attend some board and committee meetings. Travel must be pre-approved by the relevant Vice President or Editor in Chief (in the case of editorial board members). Reimbursement is limited to a maximum of $500 for travel within a continent, or $800 for intercontinental travel.  In the case of executive committee members, and in some other special cases approved by the society president, full reimbursement of accommodation costs and economy class travel is available. Please follow these instructions carefully, as we are not able to process requests that do not conform to IEEE requirements.

Those who have had travel pre-approved can download the IEEE Expense Report Form and instructions for filling out the form.

Reimbursement requests should be made by e-mailing the VP of Financial Activities the following items:

1. Completed Expense Report Form (xls)
2. All relevant receipts (scanned and converted to a single PDF file)
3. Documentation (e-mail or letter confirmation) from appropriate source indicating pre-approval of the reimbursement (standard ExComm and BoG reimbursements excepted)
4. Either:
    (i) Attach the completed Wire Transfer Form (xls) for reimbursement by wire transfer; or
   (ii) Addressee (yourself or your employer) to whom the check (USD only) should be made out, and full mailing address.

Common Problems
The follow are some common problems that will lead to delays or requests to resend your request for reimbursement:

Problem

Solution

1.  Attachments zipped together

Supply only the following files:

  • (Required) completed expense form (in .XLS format)
  • (Required) single PDF of all receipts
  • (if using wire transfer) Wire transfer form

Please send as separate attachments, in a single email, not as a zipped file or in multiple emails.

2.  Old reimbursement form used

You must use the form appropriate to the year for which you are requesting expenses (e.g., if you are requesting reimbursement for travel expenses incurred during 2011, you must use the 2011 claim form). Otherwise, IEEE will not process the request.
3. Hard copy receipts sent Please scan to single PDF file.

4.  Receipts sent as multiple files

Please collate all receipts into a single PDF file. Receipts must be clearly legible

5.  Receipts sent as .tiff, .jpg, .bmp.

Sorry, pdf only.

6.  Claim form filled in with multiple currencies

If you incurred expenses in multiple currencies, convert them to a single currency. IEEE can send a check only in USD.
For  payment in a different currency, you must include a wire transfer form.