[RAS-TAB] TC operating funds tracking system

Dear TC co-chairs, To accurately track the spending of TC operating funds and create more effective and efficient communication between TAB, RAS staff who are in charge of reviewing Concur reports, TC co-chairs, workshop organizers, and awardees, we have established the following new TC operating funds tracking system (https://bit.ly/rastcfundtrack): Applying: TCs (TC co-chairs) submit a brief TC annual plan and budget by the end of February each year. An automatic reply system has been set up to approve or decline the proposed annual plan and budget. TCs should revise the TC annual plan and budget to provide more details, such as the workshops that will be sponsored, after these details are available before the events. The revised TC annual plan and budget will be reviewed again by TAB. Spending: The TC operating funds are given in the format of reimbursement, which means TC co-chairs, workshop organizers, or awardees need to pay for the expenses and then get reimbursed using the IEEE Concur system. TCs (TC co-chairs or workshop organizers) can submit a TC activity report form either before or after organizing TC activities. However, TCs must submit the TC activity report form before submitting a Concur report for reimbursement. If awards and the awardees’ information are reported in the TC activity report form, an automatic email will be sent to the TC co-chairs, workshop organizers, and awardees to provide detailed instructions for reimbursement. This can avoid inefficient communication between TAB, TC co-chairs, workshop organizers, and awardees. TAB will review the reported expense against the most updated TC annual plan and budget and send a letter of approval. Reimbursement: TCs (TC co-chairs, workshop organizers, or awardees) submit a Concur report to request reimbursement with the letter of approval attached. The following correct purpose levels must be selected. Otherwise, the reimbursement request will be declined. Purpose Level 1: Technical Activities Societies Purpose Level 2: Robotics & Automation Purpose Level 3: Technical Activities Purpose Level 4: TECHN RAS staff will check if the requested amount matches the approved amount shown in the attached letter of approval. If a letter of approval is missing, the reimbursement request will be declined. If the information is correct, RAS staff will approve the reimbursement request and add the reimbursement amount to the expense tracking document. Otherwise, the reimbursement request will be declined. Here are the suggested spending items for the TC operating funds: First priority: TC social events, such as happy hours/dinners with TC members, student social events, meals with workshop speakers, organizers, and TC Co-chairs, etc. Other spending items: TC/workshop awards, workshop lunch boxes, TC website maintenance, etc. TCs are encouraged to organize TC activities at the upcoming ICRA@40! If you have any questions about the new system or budget for ICRA 40 events, please feel free to contact me: [email protected] Thank you! -RAS TAB-