Region 3 Volunteer Travel Expense Reimbursement

This document is now only for archival purposes. It has been replaced with this updated volunteer expense page.

Region 3 has limited funds available to reimburse travel expenses to volunteers in performance of their duties.  Please perform the following steps in order to request reimbursement for official travel or other expenses.

Prior to Travel

  1. Read the IEEE Region 3 Travel Policy for Travel Planning and Reimbursement.  Reimbursement will be made according to the policy.  Exceptions to the policy require advance approval by the Region Director (below).
  2. Confirm that funds are budgeted and available or get prior approval from the Region 3 Director (below).
  3. Download the Reimbursement Request Spreadsheet.

As Soon as Travel is Completed

  1. Fill in your name and address on page 1 of the Reimbursement Request Spreadsheet.  This is the address to which your reimbursement check will be mailed.
  2. Fill in your IEEE member number on page 1 of the Reimbursement Request Spreadsheet.
  3. Select the appropriate option for "Member of" according to your Region 3 position for which you have travel authorization.
  4. Fill in the rest of the spreadsheet with your expenses.  Note that some cells are protected and are automatically filled with a calculated value.  The expenses for meals should be entered on page 2.
  5. Make a PDF file from the Reimbursement Request Spreadsheet.
  6. Scan all of your receipts into a PDF file as required by the Region 3 Travel Policy.
  7. Assemble the PDF of the Reimbursement Request Spreadsheet along with the PDF files(s) of your receipts into ONE PDF file.  Free pdf creation tools include PDF reDirect and Adobe Scan on your smart phone.  If you are unable to submit scanned documents, please send email to the Region 3 Treasurer (below) for a mailing address.
  8. Within 30 days of the completion of the travel, email the assembled PDF file to the Region 3 Treasurer (below).  If the travel is related to PACE, send a copy of the assembled PDF to the Region 3 PAO Chair as well.
  9. A reimbursement check will normally be mailed within a week of a complete reimbursement request.
  10. Travel advances can be accommodated if necessary.  Send your request to the Region 3 Treasurer (below).

Other Region 3 Expense Reimbursement

Email your reimbursement request to the Region 3 Treasurer  (below).  Be sure to include:

  1. Description of the expense (who, what, when, where, etc.)
  2. Region 3 Budget category
  3. Scanned receipt(s) as ONE PDF file
  4. Your IEEE member number and your Region 3 position
  5. Your mailing address for the reimbursement check

Student Travel

Region 3 typically budgets some funds each year to help subsidize student branch travel to SoutheastCon, but the guidelines and requirements are completely different from those for Region 3 Volunteers.  See the Region 3 Student Travel Policy for details.  If you have questions or need assistance, please contact the Region Student Activities Chair (below).

 

Ken Pigg
Region 3 Treasurer
r3treasurer[at]ieee.org

Gregg Vaughn
Region 3 Director
g.vaughn[at]ieee.org

Victor Basantes
Region 3 Student Activities Chair
victor.basantes[at]ieee.org

Theresa Brunasso
Region 3 PAO Chair
theresa.brunasso[at]gmail.com

 

Pat Donohoe

Modified: 6 March 2019