Reimbursement Procedures for Travel and other Expenses

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Getting Started with Concur

Expense Report Purposes

Concur Supported Currencies

Concur Reference Materials

Items to Note

Third Party Reimbursements

IEEE Robotics and Automation Society (RAS) uses Concur to process expense reimbursements of travel expenses and other reimbursements. Concur is a cloud-based expense reimbursement application, designed to create an easy, efficient, and automated expense reimbursement experience for IEEE volunteers. Concur Expense Reports should be completed and submitted no later than 45 Days after the event.  

Getting Started with Concur


concur step 1   Step 1 : How to Get Started

   Request an IEEE Account (skip if you have one) 

   Create Concur Account

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   Step 2: Access Concur

   Log In (Requires IEEE network login)


concur step 3   Step 3: Download the App

Expense Report Purposes

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Concur Supported Currencies

IEEE will no longer be issuing checks for travel and other expense reimbursements. All payments for expense reports processed through Concur will be issued electronically. The reimbursement currency in your Concur profile is based on your Country of Residence.  If you reside in a Country where the local currency is USD, EUR, CAD, or INR you must enter your banking information directly into Concur.

All other currencies require the user to enroll in Western Union (this is a one time enrollment).

Instructions for registering with Western Union

Reference Materials

Quick Reference Slides                                                                                             

Training Video (self paced)

RAS AdCom and ExCom travel policy

IEEE Travel and Expense Reimbursement Guidelines

Items to Note

  • Receipts are required for reimbursement of any expense item $25.00 USD or larger. 
  • For air travel, only coach/economy class airfare is reimbursable. 
  • Business or first class airfare is not reimbursable.

Third Party Reimbursements

Third Party Reimbursements are instances when an IEEE volunteer has been reimbursed by their employer or an IEEE volunteer’s employer has paid the IEEE service provider directly, a Third Party Reimbursement Form is used to help process these types of transactions requested by volunteers. Third Party Reimbursements are not processed through Concur. 

Volunteers requesting a third party reimbursement should submit the following documents (via Smartsheet method):

  • Completed and signed Third Party Reimbursement Form
  • Completed Expense Report form. (Depending on the method of payment, additional forms may be required such as a Wire Transfer form or Credit Card authorization form.) 
  • Receipts for each transaction >$25.00 USD

Third Party Reimbursement Form

Expense Report Form

Wire Transfer Form

Third Party Reimbursements should be submitted here

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For technical assistance, contact Concur's user support desk (PDF).  

For general questions, contact IEEE’s project team at

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