IEEE Travel and Expense Reimbursement Guidelines - February 2018 - Effective January 2018

Sep 21, 2026

IEEE Travel and Expense Reimbursement Guidelines establish standards and procedures to reduce business travel costs while maintaining compliance with IRS and federal requirements. The guidelines define which employee and volunteer travel expenses are reimbursable and require documentation, timeliness, and efficient processing. Reimbursement applies only to necessary IEEE business expenses tied to regular responsibilities or special assignments. The February 2018 version supersedes earlier versions, may change, and directs users to the IEEE Accounts Payable website for updates. State and local laws prevail when conflicts exist.

LanguageEnglish

CategoryInvoices

FormatPDF

Pages17

Reading Time6 min

AccessFree to download

Introduction

Travel Agency

Expense Report Submissions

Timeliness of Expense Report Submissions

Expense Report Payment Schedule

Receipt Requirements

IEEE Corporate Card Program

Clearing of Expenses for Corporate Cards

Travel/Cash Advances

Airfare

Lodging

Car Rental

Meals & Beverages

Use of Personal Automobile (Mileage)

Other Ground Transportation

Telephone/Internet

Tips/Gratuities

Gifts to IEEE Employees

International SOS

International Travel

Spousal/Dependent/Companion Travel

Personal/Vacation Travel

Non-Reimbursable Expenses

Policy Exceptions

Questions or Assistance

Addendums

Traveling under Federal Funding Addendum

IEEE Employee Travel Risk Policy

IEEE Travel and Expense Reimbursement Guidelines February 2018 The IEEE Travel and Expense Reimbursement Guidelines are intended to facilitate business required travel, while maintaining costs, complying with IRS regulations and maintaining efficient processes. Employees and Volunteers should direct any concerns regarding these guidelines to their Management Council Representative, who is responsible for management of this program. Reimbursement will only be made for expenses that are necessary to the transaction of IEEE business and that are incurred in connection with the individual’s regular responsibilities or special assignments. This version was made effective January 2018 and supersedes all prior versions. This guideline may be subject to change when updates are required. Please refer to the IEEE Accounts Payable website for the most current version of this document. State and local laws supersede policy provisions where conflicts exist. Table of Contents Introduction .................................................................................................................................................. 3 Travel Agency ............................................................................................................................................... 3 Expense Report Submissions ....................................................................................................................... 4 Timeliness of Expense Report Submissions................................................................................................. 5 Expense Report Payment Schedule ............................................................................................................. 5 Receipt Requirements .................................................................................................................................. 5 IEEE Corporate Card Program ...................................................................................................................... 6 Clearing of Expenses for Corporate Cards ................................................................................................... 6 Travel/Cash Advances .................................................................................................................................. 6 Airfare ........................................................................................................................................................... 7 Lodging.......................................................................................................................................................... 8 Car Rental ..................................................................................................................................................... 9 Meals & Beverages ....................................................................................................................................... 9 Use of Personal Automobile (Mileage) ...................................................................................................... 10 Other Ground Transportation.................................................................................................................... 10 Telephone/Internet.................................................................................................................................... 10 Tips/Gratuities............................................................................................................................................ 11 Gifts to IEEE Employees.............................................................................................................................. 11 International SOS ....................................................................................................................................... 11 International Travel........................................

FAQs

What expenses are eligible for reimbursement under these guidelines?

Reimbursement is made only for expenses necessary to transact IEEE business and incurred in connection with the individual’s regular responsibilities or special assignments. Expenses must be authorized and supported by required documentation.

When were these guidelines effective, and do they replace prior versions?

The document version was made effective January 2018 and supersedes all prior versions. Updates may occur, and the IEEE Accounts Payable website should be consulted for the current version.

Who should employees or volunteers contact with concerns about the reimbursement program?

Employees and volunteers should direct concerns to their Management Council Representative, who is responsible for managing the program and its guidelines.

Sep 21, 2026

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