11.6 Business Expense Reporting
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Travel Policy and Funds. It is IEEE
policy to reimburse reasonable, authorized
travel expenses incurred in connection
with the conduct of IEEE business. IEEE
does not reimburse for the travel
expenses of spouses or travel companions as an
entitlement. Airfare, hotel, and
incidental costs of spouses or travel
companions are never covered but it is
recognized that there are occasions
where the demand on volunteer time in
particular, requires travel with a
spouse or companion which may result in some
meal costs being expensed. Since
the purpose of the business trip is already
deemed necessary and the only incremental cost
is the spouse/companion meals, expensing
the meals is acceptable as long as the cost is
reasonable and the practice is not perceived as
an entitlement. Spouse/companion
costs for purely social gatherings must be
reimbursed on the staff or volunteer
person’s expense report as a reduction of
reimbursed expenses.
Due to the extensive travel
required by the IEEE President, it is IEEE
policy to also (i) reimburse the IEEE President
for reasonable, budgeted travel expenses
for his/her spouse or other travel companion
when accompanying the IEEE President on IEEE
business, and (ii) pay to the IEEE
President a cash gross-up payment to cover any
foreign or United States federal, state
or local income taxes applicable to the
aggregate value of (x) the spouse or other
travel companion travel expense
reimbursement, plus(y) the cash gross-up
payment. Guidelines and procedures
for reimbursement, required receipts and
related limitations shall be specified in the
IEEE Finance Operations Manual.
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Business Class Travel. For
volunteer travel reimbursed by IEEE,
business class fares are permissible, if
budgeted by the organizational unit, and if the
flying time is over eight consecutive
hours for a single segment or over eight hours
flying time where a layover is
required. In all cases individuals are
encouraged to purchase upgradeable coach class
fares and use miles to upgrade to
business class.
Permission to travel business class for medical
reasons may be granted by the IEEE President.
