TO: Technical Activities/Society Volunteer Officer

FROM: TAB Treasurer

DATE:

RE: IEEE Corporate Credit Card Usage – IEEE Technical Activities

Your IEEE credit card application has/is being processed. As approved by the TAB Finance Committee in November 2013, any Technical Activities Society/Council volunteer that is approved for an IEEE credit card for IEEE business must acknowledge they have understanding of IEEE expense report requirements. Once the card is approved, but before the card can be released, we ask that you review and confirm your understanding of the IEEE expense reporting guidelines found in the IEEE Finance Operations Manual, Section FOM.6,Business Expense Reporting. The document is located on the web at

Below are a few highlights:

  1. Expense reports and supporting documentation must be completed and submitted to clear all credit card charges. Submit expense reportsto your society treasurer (if applicable) and/or Technical Activities staff for review and approval.
  2. Credit card charges should be cleared within 30-60 days. In some cases this is not possible due to advance ticket purchases but, all charges must be cleared within 120 days in order to retain the privilege of using the IEEE issued credit card.
  3. As a reminder, individual daily meal and beverage expenses are limited to US$100. This is not to be interpreted as a per diem and receipts are required for expenditures over US$25.00. Expenses beyond these values require a written explanation on the expense report.
  4. Group meal/beverage expenses incurred in conjunction with a meeting or conference where room costs and morning/afternoon breaks are included may exceed this value but must not include extravagances.
  5. Business class travel must be approved in advance of any ticket purchase and be covered in your budget. Please send an email to and, if your travel meets IEEE business class guidelines, approval will be sent to you via email. The email must be attached to your expense report.
  6. If applicable, for those who attend the IEEE OU series and are members of TAB committees or representatives to other OU committees, and whose travel and accommodations are paid by TAB, budgets typically allow for reimbursement of one night prior to the first meeting day and one night following the last meeting day. In most cases, the meeting is one day, so TAB will pay for two nights – the night before and the night of/after the meeting. TAB will not pay for additional nights; if you choose to stay for additional nights, the costs must be paid by another organization unit (Board, Committee, Society, Council), or yourself.

Abuse of the credit card may result in revocation. Please sign the bottom of this letter to confirm your understanding of your responsibilities and return to Pat Sammarco, ,

Print Full Name: ______Society Name: ______

Signature: ______Officer Position: ______

Date: ______