Financial Information

Expense Reimbursement Procedure

  1. Load the most current Expense Report in Excel format from the IEEE site.
  2. Fill out the Expense Report form (instructions) and send it via email as an attachment to This email address is being protected from spambots. You need JavaScript enabled to view it.
  3. List in your email the amount (or amounts) you are claiming.
  4. Specify the purpose of the expenditure, if it is not clearly described in the Expense Report.
  5. All volunteer expense reports must be submitted to IEEE CIS Vice President for Finances, for approval and forwarded to IEEE CIS staff within 45 days after the expenses have been incurred. Failure to submit expense reports within the 45-day threshold may result in non-reimbursement.
  6. Make copies of all receipts and keep them for your record.
  7. Scan and email all original receipts (original airline ticket) with a signed copy of the Expense Report to:

Jo-Ellen B. Snyder
Technical Community Program Specialist
IEEE Computational Intelligence Society
445 Hoes Lane
P.O. Box 1331
Piscataway, NJ 08855-1331, USA
phone: (+1 732) 465 5892
fax: (+1 732) 981 1769
email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Be aware that your reimbursement will not be processed at IEEE without VP for Finances approval, therefore it is recommended to have the approval before you send in the Expense Report and receipts the to IEEE.

Limitations
IEEE HQ is requesting that our volunteers should use other then IEEE resources whenever possible. It is CIS policy to limit travel expenditure to $1,500 per travel within the US and $2,000 for foreign travel.

Supplementary files:
1. ACH Form (Domestic)
2. Wire Transfer Form (International)

 

Non- US

For Use by

Link to:

Comments

* W-8-BEN- E

Non-US companies

W8-BEN-E

Expires after 3 years

**W-8BEN

Non-US Individuals

W-8BEN

Expires after 3 years

US

W-9

US Individual and Companies

W-9

Does not expire however, a new one is needed if a change in the supplier information