Treasurer’s Best Practice Guidance on Submitting Travel Reimbursements January 3, 2016 11/9/2018

Overview Accurate and fast recordkeeping is important to keep effective management of the financials for the Region The Region is a quarter million dollar operation with several regulations in place by IEEE upon the Region Part of those regulations are an annual audit by the Region and IEEE Audit Department IEEE Netsuite and Concentration Banking are the two primary tools used for Financial tracking This document provides some general guidance for members that are submitting reimbursement to Region 5 for Travel. Please bear in mind that reimbursements generally occur after meetings in large volume. Besides compliance issues, it is urged these recommendations are followed to make the process quicker and smoother for everyone involved. 11/9/2018

Theory of Operation The Region will generally following the same process and approach towards travel reimbursement that a member will find with their employer. There is a set deadline to submit reimbursenet. The response to the reimbursement is typically within 7 days and the required documents are consistent with any employer reimbursing the same since the same IRS guidelines are in place. There is a non password protected portal where all the relevant forms and policies are posted. Please use this for the latest information http://sites.ieee.org/r5/excom/treasurer/. 11/9/2018

Funding Requests The Funding Request accompany every transaction and function as the “cover page” for the reimbursement package. Receipt of this reimbursement package allows the treasurer to commence payment The more accurate and complete, the faster the payment. Please include your address on this form as well as well as how the check should be made out. 11/9/2018

Expense Form The Expense Form is worksheet to enter all travel information. The Expense Form is created by IEEE staff and is updated periodically The Expense Form should accompany all travel reimbursement requests and be placed after the funding request. This form must be esigned by typing your name into the signature line. 11/9/2018

Receipts - Travel Please use the following guidance in submitting receipts with your reimbursement package. All Committee Chair should flow these guidelines down to members and students that will require reimbursement. Airline Please print out and only include the e-ticket receipt from the airline’s kiosk only. It doesn’t take long. Hotel Only include the hotel bill from the front desk upon departure showing all incidentals, taxes and nightly s lodging. Food Please include only a receipt for the person’s meal that is submitting the request. The receipt should be the original itemized receipt with restaurant name and showing the tip. Group meals should be approved by the Director in advance of the meal and must include a sign-in list with each participant and IEEE member number. If your in a group, ask the waiter to break out the charges before the meal on separate receipts. No exceptions. 11/9/2018

More Receipts - Travel Mileage To justify the number of miles drive, include 1 page max of the starting and ending address with mileage in text. Suppress the maps as they add unnecessary bloat to the attachments. It is recommended to use Bing over Mapquest or Google. The mileage should be part of the Expense Report worksheet as well. 11/9/2018

Submitting the Funding Request The funding request should be as complete as possible, but brief as possible. Please consider these guidenlines: All artifacts in the package should be original documents that are scanned as a pdf with the funding request as page 1, expense spreadsheet as pages 2-4 and all other receipts and mileage justification and any email approval. If an approval is part of the package, ask that a clean e-mail be sent stating what is being requested and the response to the request – the approval. E-mail must be requested from Director in advance of booking travel. Travel must funds must be available in the approved budget. 11/9/2018

Policy There is a travel policy approved in 2012. Please read this for other requirements. There are several dates identified that should be brought to one’s attention. . 30 days Please print out and only include the e-ticket receipt from the airline’s kiosk. If you can print this out on your computer, only include the receipt and not all of the terms and conditions and promotions. Send this as a stand along pdf (1 page). 60 days Only include the hotel bill from the front desk upon departure showing all incidentals as well as lodging. 90 days Please include only a receipt for the person’s meal that is submitting the request. The receipt should be the original itemized receipt with restaurant name and showing the tip. Group meals should be approved by the Director in advance. If your in a group, ask the waiter to break out the charges. No exceptions. 11/9/2018

Travel Reimbursement Procedures Complete Funding Request Complete 2016 Expense Report and/or Mileage Reimbursement Should be in agreement with Feb 2012 Travel Policy and 2016 approved budget. Send to Bob Becnel (R5 Treas), bob@becnel.com and copy Francis Grosz (R5 Director) Forms Posted on website: <http://sites.ieee.org/r5/excom/treasurer/> 11/9/2018