REGION 3 TRAVEL POLICY
FOR TRAVEL PLANNING AND REIMBURSEMENT

(Operations Manual -- APPENDIX B.1)

Necessary and authorized travel expenses associated with Regional Activities will be reimbursed in accordance with policy and limitations specified herein.

Necessary and authorized includes travel which is required in support of regional activities and objectives and which has been authorized by the Regional Director and/or the Regional Executive Committee. This is generally limited to attendance at Regional Committee meetings. Regional Executive Committee meetings, 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 (Form A-95) 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: (original copies of receipts are required unless expenses are being shared by others, in which case copies of receipts accompanied by an explanation of expense sharing will be accepted.)

  1. Mileage rate the same as authorized by the IEEE Controller, round trip, for personal auto use or tourist airfare, round trip, whichever is less. [[Secretary's note: see bottom of page for present rate.]]
  2. One night's lodging, IEEE single rate, as required for attendance at meeting
  3. Actual cost of meals including tax and tips, not to exceed $37.50. Where meals are provided by IEEE, this amount will be reduced by $7.50 for breakfast, $10.00 for lunch and $20.00 for dinner.
  4. Necessary taxi or ground transportation including airport parking (use long-term parking) at cost.
  5. Telephone calls and incidental tips not to exceed $15.00 per trip.

Spouse expenses are not reimbursable. Rental cars are reimbursable 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.

Document Notes

Note:  Rate is $0.375/mile. It was $0.36/mi for all travel in 2003.

Excel Spreadsheet Version of Expense Report

Updated:  10 Dec 2003 David Green (rate change)
Updated:  20 Jan 2003 David Green (rate change)
Updated:  06 Jan 2002 David Green (rate change)
Updated:  09 Jan 2001 David Green (rate change)
Updated:  30 Dec 1999 David Green (rate change, Excel Reference)
Updated:  02 Apr 1999 David Green (rate change only)