Reimbursement Procedures for Travel and other Expenses

• 2026 updated IEEE policy: Conference registration cannot be reimbursed for IEEE sponsored conferences.
• All Expense Reports should be completed and submitted no later than 45 Days after the event. 
• 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.
• IEEE requires hotel expenses to be itemized per day. Please enter separate room rate & room tax amounts.
• Reports should be submitted with a cover letter.

IEEE will no longer issue checks for travel and other expense reimbursements. All payments for expense reports processed through Concur will be issued electronically. All other currencies require the user to enroll in Convera (this is a one-time enrollment).

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.

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.