Region 5 Student Paper Reimbursement Procedure

Transcription

1 Regin 5 Student Paper Reimbursement Prcedure Prcedure fr student cmpetitin awards winners fr receptin f their prize mney frm Regin 5. This includes the prcedure fr Area student papers awards mnies receptin. Please nte: all award winners will be required t fill ut a W 9 frm as required by IRS and IEEE guidelines ( administratin/related_inf.html). Please further nte: dcuments will nt be retained by IEEE mre than the time required by the reprting guidelines f the IRS. 1. Reginal Student Cmpetitin Award Winners a. All final Reginal Student cmpetitins are held at the annual cnference cnducted by a hst sectin chsen by the bard f Regin 5 at a previus bard meeting. b. Fr each cmpetitin first, secnd and third place winners are annunced by the Student Activities Crdinatr at the annual cnference f the Regin. i. Fr student paper cmpetitins each Area winner will be rewarded fr the prizes wn at the area cntest, hwever at the annual cnference. c. Once the Student Activities crdinatr fr the Regin 5 makes an annuncement in the annual cnference s banquet, the Regin Treasurer will prepare the necessary dcumentatin at the cnference banquet fr presenting t the award winners. d. The award mnies fr the Reginal awards will be presented t the winners by the Reginal Treasurer fllwing the Reginal awards banquet. e. If fr sme reasn a student winner cannt attend the awards banquet, it is the respnsibility f the student t cntact the Reginal Student Activities Crdinatr t arrange the prcess fr delivery f the award mnies. 2. Reginal Student Paper Cmpetitin Award Winners and Travel Reimbursement plicy a. Regin 5 will give prize mney fr student reginal paper cmpetitins and als fr the finalists, ne fr each area, f the area paper cmpetitins. This includes 3 additinal student prize awards. b. In additin there will be student travel mnies fr the area winners. See plicy belw fr the prcess fr reimbursement fr the travel if yu are an area winner. c. The winner f the area student paper cmpetitin will be invited t cmpete in the Reginal Student cmpetitin as described. d. The winners will be annunced by the Student Activities Crdinatr at the annual cnference f the Regin. i. Fr student paper cmpetitins each Area winner will be rewarded fr the prizes wn at the area cntest, hwever at the annual cnference. ii. If yu are an area winner wh als wins First, Secnd r Third prize at the Reginal Cmpetitin, then yu will get tw awards. e. Once the Student Activities crdinatr fr the Regin 5 makes an annuncement in the annual cnference s banquet, the Regin Treasurer will prepare the necessary dcumentatin at the cnference banquet fr presenting t the award winners.

2 Regin 5 Student Paper Reimbursement Prcedure f. The award mnies fr the Reginal awards will be presented t the winners by the Reginal Treasurer fllwing the Reginal awards banquet. 3. Student Travel Reimbursements a. Student branch fficers participating in the Student Leadership Training Wrkshp and each Area paper winners (up t three per Area) are eligible fr the reimbursement f reasnable travel (transprtatin, ldging and fd) expenses t attend the Reginal annual cnference and banquet. b. The reimbursement must fllw IEEE and Regin 5 expense prcedures (attached). c. Each student must fill ut the IEEE expense reprt frm and the Regin 5 payment request frm. d. Each student must send bth frms and assciated dcumentatin t the reginal student activities crdinatr. e. IEEE expense accunt frm can be fund here: ml f. The reginal student activities crdinatr will review the expense reprts and frward apprved reprts t the Directr and Treasurer. g. The Treasurer will issue checks directly t each student, at the supplied USPS address, upn apprval by the Directr.

3 Regin 5 Student Paper Reimbursement Prcedure IEEE REGION 5 TRAVEL POLICY Purpse: The fllwing Travel Plicy is intended t prvide verall guidance t Regin 5 members while n fficial IEEE Travel status. This Travel Plicy is f a general nature; hwever, the R5 Directr shuld apprve any deviatin in advance. The R5 Travel Plicy shall take precedence ver IEEE Travel Plicy Guidelines. A. Meeting Attendance Authrizatin: The R5 Directr will authrize individual attendance t any R5 business meeting. B. Travel: When traveling t and frm IEEE-apprved business meetings, cach class airline fare is apprved; hwever each member is encuraged t make travel arrangements well enugh in advance t acquire the least cst discunt airfare. If a member n fficial IEEE business chses t travel by persnal vehicle, the allwable mileage expense reimbursement is as established by IEEE. The ttal reimbursement fr mileage and parking will be limited t the cst f cach class airfare, the cst f airprt parking and/r lcal transprtatin csts, mileage t/frm airprt, and shuttle csts when determining the driving versus flying justificatin. The R5 Mileage Reimbursement Wrksheet must be prvided. C. Lcal Travel Expenses: Except by prir authrizatin f the R5 Directr, rental car expenses are nt allwed. Members are encuraged t use reasnable lcal transprtatin (i.e. curtesy vans, shuttle buses, taxis, etc.) that incurs the least cst. Intercity transprtatin between business functins r t meal lcatins shuld be kept t a reasnable cst in view f lcal cnditins. D. Parking Expenses: Reasnable parking expenses are allwed fr travel by persnal autmbile (subject t the ttal reimbursement limitatin listed in paragraph (B) abve) and are authrized fr apprved rental car r lcal trip use. E. Entertainment Expenses: Entertainment expenses are reimbursable t the extent that they supplement r enhance a legitimate IEEE fficial functin. Persnal entertainment expenses (i.e., scial, mvies, nightclubs, etc.) are nt reimbursable. F. Cnference Fees: Cnference fees fr Directr-apprved IEEE functins are fully reimbursable. G. Spuse Expenses: Spuse s expenses while accmpanying a member n fficial IEEE business are nt reimbursable except by prir authrizatin f the R5 Directr. Such expenses include but may nt be limited t, travel, meals, entertainment, and tips. While n travel status where the member and spuse share a rm, the member is respnsible fr any incremental csts, (rm and taxes) assciated with the duble ccupancy versus a single ccupancy. H. Guest Expenses: Guest expenses are nt reimbursable except by prir authrizatin f the R5 Directr. I. Dcumentatin f Expense: All expenses shuld be dcumented fr prpriety and audit purpses. A cpy f the airline travel ticket will dcument airline travel expenses. Meals, if the per meal cst is greater than $25, must be dcumented by a receipt. Lcal transprtatin expenses exceeding $25 per individual trip als require a receipt. Persnal vehicle mileage reimbursement ver $25 must be dcumented by a printut f the pint-t-pint mileage estimate frm MapQuest (r similar service).

4 Regin 5 Student Paper Reimbursement Prcedure Tips fr any service shuld be clearly separated frm ther expenses n any cnslidated receipt. Out-f-pcket expenses (i.e., baggage assistance, bellhp, etc.) are exempt frm receipt requirements. The designated IEEE expense reprting frm will be the nly ne accepted fr reimbursement f R5 travel expenses. Methds fr Reprt Submittal Electrnic Expense Reprt Submittal (Preferred) All items shuld be ed t R5 Students Activities Crdinatr within 60 days f the date the expense is incurred. Electrnic expense reimbursement requires: Cmpleted R5 Funding Request (in native Wrd dcument): Cmpleted IEEE Expense Reprt Frm with the wrds e-signed in the signature blck and dated OR scanned cpy f signed and dated frm Scanned receipts as required Dcumented rental car apprval frm Directr (if requesting car rental reimbursement) Cmpleted R5 Mileage Reimbursement f persnal vehicle frm (if persnal vehicle is used in place f air travel) Hardcpy Expense Reprt (Alternative) Expense reimbursement requests shuld be mailed t the R5 Students Activities Crdinatr (please keep cpy fr yur recrds) within 60 days f the date the expense is incurred. Hardcpy expense reimbursement requires: Cpy f cmpleted R5 Funding Request Cpy f cmpleted IEEE Expense Reprt Frm with signature and date Cpy f receipts as required Cpy f dcumented rental car apprval frm R5 Directr (if requesting car rental reimbursement) Cpy f cmpleted R5 Mileage Reimbursement f persnal vehicle frm (if persnal vehicle is used in place f air travel) Nte: Checks must be depsited r cashed within 90 days f their issue date. At maximum, all expense reprts must be submitted within 6 mnths f the ccurrence f the expense and reslutin f any discrepancies r additinal infrmatin needs resubmitted within 90 days f ntice f the discrepancy r need fr additinal infrmatin. Pending reimbursements are subject t cancellatin subsequent t this perid.

5 Regin 5 Student Paper Reimbursement Prcedure R5 mileage reimbursement wrksheet When traveling t and frm IEEE apprved business meetings cach class airline fare is apprved; hwever, each member is encuraged t make travel arrangement well enugh in advance t acquire the least cst discunt airfare. If a member n fficial IEEE business chses t travel by persnal vehicle, the allwable expense reimbursement is the mileage rate n the current expense frm. The ttal reimbursement will be limited t the cst f cach class airline fare plus the cst f anticipated airprt parking and/r lcal transprtatin csts. Persnal vehicle mileage reimbursement shuld be dcumented by a print ut f pint t pint mileage estimate frm MapQuest (r similar service). Cmplete wrksheet if chsing t use persnal vehicle instead f airline travel. PERSONAL VEHICLE MILEAGE REIMBURSEMENT WORKSHEET Ttals 1. Actual mileage rate n the current expense frm $ Estimated parking at destinatin $ Ttal Have print-ut f MapQuest (r similar service) as backup fr mileage $ 2. Cmpare t discunted airfare plus usual expenses Advance purchase rund-trip airfare $ Have print-ut f fare qute frm service like IEEE Travel r Travelcity i. (Hme) Estimated airprt parking - OR - $ ii. (Hme) Lcal transprtatin t/frm airprt 1. Shuttle Service $ 2. Persnal car current rate $ Estimated lcal transprtatin at destinatin $ Other $ Ttal $ Use the lesser f the tw Ttals and attach mileage and airfare backup data t Current Expense Reprt Frm.

6 Regin 5 Student Paper Reimbursement Prcedure