IEEE Procedures for Administration of Grants Received

For IEEE volunteers and staff only, please.

All grants and/or cooperative agreements received in response to grant proposals shall be forwarded to the IEEE Controllers Office for processing, administration, and record retention.  All pertinent information shall be entered into the grants database.

Once received by the Office, an IEEE project number will be assigned for tracking purposes. A copy of the approved grant will be forwarded to the Principal Investigator (the person responsible for the technical aspects of the grant) and the IEEE unit responsible for the activity along with instructions for administering the grant. The instructions will include, but are not limited to, information on the grant timeframe, eligible expenses, how to submit expenses to IEEE against the grant, final technical report filing requirements, acknowledgement requirements, and any special terms.

Responsibility for the grant reporting breaks down as follows:

• The PI (IEEE unit) is responsible for submitting the expenses to the Controllers Office and submitting the final technical report to the government agency, copying the Controllers Office.
• The Controllers Office is responsible for processing the expenses associated with the grant, submitting the financial report to the government agency, obtaining the funds,

All grant change requests, such as a no cost extension, shall be processed through the Controllers Office.

In the years that IEEE expends a cumulative total of US$500,000 or more for U.S. Federal financial assistance awards, and audit in accordance with OMB Circular A-133 shall be conducted.

Important Information About Grant Expenses

• Travel Grants: All travel grants are administered on as reimbursements only.  Before the conference, a list of the travel grant recipients with their contact information and maximum allowable reimbursement should be provide to IEEE Controllers Office. The travel grant recipients should be instructed to submit an expense report with original receipts, along with a completed W-8 or W-9 form, directly to the Controllers Office to receive reimbursement. An U.S. Flag air carrier service must be used for air travel, if such service is unavailable documentation is required. The difference in cost between first-class air accommodations and coach fair is unallowable. A train, bus, or other surface carrier may be used instead of air travel. However, if such travel could have been performed by air, the allowable cost will not exceed that for jet economy airfare.  At no times are alcoholic beverages or cost of visas eligible for reimbursement.
• Publication Expenses: When a grant is supporting publication costs and the IEEE Operations Center prints the materials, the total amount of the grant can be applied to the IEEE publication invoice, thus reducing the amount the conference owes the IEEE Operations Center.
• Salaries: When salaries of IEEE employees' are included in a grant, time sheets must be submitted to payroll referencing the appropriate cost center and IEEE project number. Payroll will record all salaries in the employees home department and record a reimbursed service to the home department and purchase service to the project number.
• Other Expenses: When the grant is supporting other types of expenses, a summary of expenses with copies of paid invoices must be submitted to the Controllers Office. If multiple government agency grants are involved, please submit all requests together.