Region 5 Training for Treasurers

Training for the Section Treasurer in Region 5 – Presentation (html) *

Training for the Region 5 Treasurer – Presentation (html) *

* Link redirects to Region 5 Community Site

Travel Reimbursement Checklist (updated 4.9.18):

The hyperlinks will access fillable PDF documents for the R5 Forms and an IEEE website for the expense report spreadsheet.  Note, the fillable PDF forms work best with Adobe Reader DC, free for download.  Results with earlier versions of Adobe or similar products are unpredictable.

1. Complete R5 Funding Request and insure that you include position you are serving in the role of the funding, member number, and mailing address to send a check.
2. Electronically sign the completed form as the last field to complete.  This invokes the Adobe integrity mechanism to know which fields are covered by your signature.  If you do not have or do not wish to create an Adobe electronic signature, you may use the “Fill & Sign” Tool in Adobe to create a facsimile of an electronic signature.  Please position this signature over the appropriate field on the form.
3. Please provide the signed form separately from the other required documents as there active fields for the Treasurer to complete.  Adobe will require you to save the document to sign it.  Please forward that version and not a scanned version or a Print to PDF version.
4. Complete the IEEE Travel Expense Report and include signature (typed name indicates signature).  This link takes you to an IEEE website to access the spreadsheet.  Note, IEEE accepts “signature by email” which you may type on the signature line of the spreadsheet.  This avoids the need to print, hand sign, and scan the spreadsheet document and allows use of the “Print to PDF” feature you may have.
5. Complete R5 Mileage Worksheet (if necessary).  Based on current policy, the Mileage Worksheet requires supporting evidence of the economic value of driving vs. use of air transportation.  Airline evidence is at least a 14-day advance quote for round-trip coach class.  Mileage evidence is a map and mileage snapshot from Google Maps, Map Quest, etc.
6. Include legible receipts for each expense (credit card statements are not a substitute).   Receipts are to be the itemized hotel and meal expenses.  For air travel, it is recommended to use a receipt given by the airline at time of travel.
7. If possible, assemble all the supporting documents into a single pdf with the travel expense spreadsheet as pages 1-2 and receipts behind it.
8. Email the Funding Request Form and the supporting documents to the R5 Treasurer and copy the R5 Director.  Subject line should begin “IEEE R5 Funding Request – “

For assistance with travel arrangements, the IEEE Travel Program, World Travel, Inc. (html) is available for your use.

Forms and Templates

• US Sales Tax Exemptions for IEEE activities (html)
• Substitute W-8 and W-9 Forms (html)

Policies

R5 Travel Policy, Dated Feb 3, 2012 (docx)

Gift Award Policy, Dated Nov 5, 2017 (docx)

Check Writing Policy, Dated Nov 5, 2017 (docx)

Tutorials

Guidance on Submitting Travel Reimbursements (pptx)