(Operations Manual -- APPENDIX B.1)
Necessary and authorized travel expenses associated with Member and Geographic Activities will be reimbursed in accordance with policy and limitations specified herein.
Necessary and authorized travel includes travel that is required in support of regional activities and objectives and that has been authorized by the Regional Director and/or the Regional Executive Committee. This travel is generally limited to travel by Regional Committee and Regional Executive Committee members in attending Regional meetings as well as travel by Area/Council Chairs and Regional Committee Chairs in carrying out their responsibilities.
Reimbursement as covered below will be made upon submission of appropriate IEEE travel expense voucher (see spreadsheet form below) to the Region 3 Delegate/Director within 30 days of the incurred expenses, accompanied by evidence of payment, such as hotel statements, travel ticket stubs, etc. on the following basis:
Spouse expenses are not reimbursable. A rental car in conjunction with air transportation is reimbursable only when the cost is justifiable and with the Region 3 Delegate/Director's prior approval.
Under extenuating circumstances the Region 3 Delegate/Director is authorized to approve expenses which vary from the above provided a written request showing justification for such variance is submitted in advance of incurring the expense.
All members authorized to travel on any IEEE activity are asked to seek the support of their employer for travel expenses and to request reimbursement from IEEE only when such support cannot be obtained.
driving to a meeting, a rental car should be used if
the total cost is less than that incurred using your personal car and claiming
the mileage rate. Midsize cars are usually available at weekend (noon
Thursday thru noon Tuesday) rates of less than $50.00 per day, all taxes
and fees included, from Hertz, National, Avis, Enterprise, Budget, and others.
Example: SoutheastCon requiring arrival before 5:00 PM Friday and departure after noon Sunday might require car rental late Thursday and return early Monday, incurring less than $200.00 for rental. Assuming about $14 gasoline cost per 100 miles then a rental car is less expensive than your personal car for any trip that is over 227 miles each way (at $0.58 per mile).
Volunteers who rent cars should review the following web site. https://www.ieee.org/content/dam/ieee-org/ieee/web/org/about/ieee-business-auto-liability-and-physical-damage-insurance-coverage-highlights-2018.pdf
Note: The current reimbursement rate for auto mileage set by the Internal Revenue Service can be found at https://www.irs.gov/Tax-Professionals/Standard-Mileage-Rates. The same web site shows a history of reimbursement rates.
Note: The directions for completing a request for reimbursement can be found at Region 3 Volunteer Expense Reimbursement
According to Internal Revenue Service (IRS) publication 463, expense reports must be submitted within a reasonable period of time. The IRS defines a reasonable amount of time as adequately accounting for your expenses within 60 days after they were incurred.
The reasonable period of time for expenses paid in advance of an event (i.e. airfare) is defined as within 60 days after the date of travel or the date of the event.
Please note, failure to submit travel expenses within a reasonable amount of time as defined by the IRS may result in non‐payment.
See IEEE Travel and Expense Reimbursement Guidelines for additional information including travel advance treatment.
Updated: 6 March 2019 - Pat Donohoe