Spreadsheet: 1a2b06e4-8f49-460f-b9d8-9cf65238814b
Sheet: Expense Report FAQs

Frequently Asked Questions About Expense Report Submissions
1. Why is timely submission important?
The Computer Society must comply with IEEE accounting practices.  Proper accounting
requires all expenditures must be recorded in the fiscal year in which the event occurs.  The
Computer Society Board of Governors only authorizes expenditures for that fiscal year.   This
means that money budgeted in a year for a Board, committee, or [NAME] but not spent during
that year, is effectively lost to that governing body.   So, if travel is budgeted but not claimed
during the year, the governing body loses the money at year-end and must use money from
the next year’s budget to pay the claim when actually presented.   In effect, the governing
body pays twice---once by losing the money at year-end and once by actually paying the
claim.
2. Wouldn’t it be sufficient to require submission of the claim by the end of the year?
In a perfect world where actual expenditures are precisely equal to budget amounts, then
year-end submission might be adequate.  However, actual expenditures often vary from the
budgeted amount.  [NAME] leaders need to react to overruns by finding additional
money, and react to under-runs by allocating funds to other worthy projects.   Timely
submission of claims provides essential information for managing the budget.
3. Why is the change being made this year?
The timely submission of expenses will improve our quarterly forecasts and also improve the
budgeting process for next fiscal year.   The change is particularly important this year,
because of an action by IEEE to contain travel expenses.    IEEE has capped travel for 2014 to
an amount that is equal to 2010 actual expenses, plus 10%.   This cap is being pushed down
to all [NAME], and from there, down to all Boards, TC and committees.   As a result, travel
late in the year might be restricted because of unforeseen travel expense early in the year.
[NAME] leaders will need to monitor their total travel expense continuously to ensure
that they can pay for travel late in the year.   In order to do this, they need timely
submission of claims.
4. Why 45 days?
The suspense period of 45 days as selected because it should provide sufficient time for
receipts to arrive.  In most cases, staff will accept scanned images of online credit card
statements or receipts as satisfactory documentation of an expense.
5. When does the 45-day period start?
For individual expense items, the 45 –day period begins immediately.   For travel, the 45-day
period begins on the day following the final day of the trip.   As a rule of thumb, the final day is
the first night when you get to sleep in your home.   However, there may be unusual cases
where this doesn’t make sense.   For example, if you have short back-to-back trips, it might
make sense to submit a claim that combines them.   On the other hand, if you are engaged
in extended travel, it might make sense to break it into segments and submit a timely claim
for each segment.
6. What if I buy an air ticket far in advance?  Should I claim it immediately?
IEEE has always been willing to provide an advance to pay for pre-purchased airfare.
Claiming an advance is not encouraged, though, unless the ticket represents a substantial
amount when compared to the budget of the [NAME] or your own pocketbook.  Nevertheless,
booking in advance is encouraged to take advantage of discounted airfares.
7. What should I do if I have to travel or incur an expense near the end of the year?
When it gets close to the end of the year, staff will announce a date (typically, circa
December 15), by which all claims should be presented.   You should do your best to present
your claims by the date, even if the 45-day period has not yet ended.   If it is impossible to
meet the deadline, contact the responsible staff person.   Under some circumstances, it is
possible to “accrue” an expense, allowing you to submit your claim during the first few days
of the next year.   But it is essential that staff understand, in advance, that this will occur.
8. What should I do if I find myself in an unusual situation where the rules don’t seem to make sense?
Contact the staff person who will handle your expense claim as well as the person (staff or
volunteer) who handles the budget that will be used to pay the claim.
9. Are there penalties for volunteers who do not comply with the rule?
Experience indicates that the vast majority of volunteers already comply with the rule.  It is
anticipated that the explanation in this FAQ will persuade the remainder.   However,
volunteers should be aware that any late claim will require additional approvals from the
responsible Vice-President, the [NAME], and the President.   Violators will also receive a
letter reminding them of the rules and advising them of additional sanctions for repeated
violation.
10. What are the penalties for repeated violation?
It is hoped that there won’t be any repeat violations.  However, you should be aware that a
repeat violation will result in the loss of privileges to travel on behalf of the IEEE Computer
Society.  Details are provided in the Finance Committee Manual.