Hotel Bill Format by cly19468

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									                                             REIMBURSEMENT - PROCEDURES:
                                    REGIONAL COMMITTEE MEMBERS AND STUDENT BRANCH
            A. All supporting vouchers shall be submitted with report, including hotel bill, rail and plane ticket stubs, electronic
               reservations, etc.
            B. All taxi and meal expenses must be detailed on page 2 of the expense form.
           C. The total reimbursement of travel expense shall be in accordance with the written travel policy of the Region,
              approved by its Regional Committee. This policy must be guided by the limits established in IEEE Policy and
              Procedures - URL http://www.ieee.org/about/whatis/policies/index.html. Travel Funds for Major Boards,
              Committees and Headquarters Staff.
           D. The expense report must have the signature of the submitter.

                                   APPROVALS AND WHERE TO FORWARD EXPENSE REPORTS
           All expense reports should be submitted directly to the appropriate Regional Director and/or Region Treasurer.
           Determination and payment of the full or partial reimbursement will be made at the discretion of the Regional
           Treasurer (as directed by Region Operations Manual) and based upon funds available. If you require further
           assistance, contact the appropriate Regional Treasurer.
                                     General Instructions on the electronic reimbursement form
            1 This report contains protected as well as unprotected data.
            2 Unprotected data is contained in ranges corresponding to: names, addresses, tolls & parking, taxi/bus fares,
              plane, train, auto rental, lodging, miscellaneous expenses, tips & gratuities, other, member/vendor number and
              areas provided for descriptions.

            3 Data should only be entered into cells that are shaded. The unshaded cells contain formulas that will either sum,
              multiple or calculate GST automatically. If the expense sheet does not calculate the GST amount exactly as it
              appears on supporting receipt, overwrite the formula with the GST amount from the receipt. GST for meals will
              be calculated on page 2 and automatically brought forward to page 1. If the expense sheet does not calculate
              GST correctly for meals, enter the GST manually.
            4 Protected data makes up the remainder of the report. This data cannot be edited or altered in any way. Any
              attempt to do so will result in an error message.

                                                           Entering & Editing Data
            1 Entering Text
                 Move to cell where you wish to enter text & enter text.
            2 Entering Values
            * Week Ending date
              Enter the date in the following format (MM-DD-YYYY). The corresponding fields on the form should automatically
              be completed.
            * Auto Mileage
              To enter auto mileage type in the actual mileage in the cell corresponding to "Personal Auto Mileage." Do not
              attempt to enter an amount directly into the allowance row. These values are protected and the program will not
              allow you to change these cells.
            * Entering Meals
                 To enter meals for yourself or official guest, you must enter the values on page 2. There are seven lines
                 corresponding to the seven dates of travel that were entered on page 1. Enter the amounts for breakfast, lunch,
                 dinner and social, and for official guest in the applicable spaces. These amounts will automatically be transferred
                 to page 1. Do not attempt to enter the amounts in the spaces on page 1, as these ranges are protected.

            * Remaining Expenses
                 Enter all remaining expenses directly on page 1 in their appropriate fields. Please be sure to complete page 2 for
                 taxi/bus and tips & gratuities. Enter these amounts in the appropriate fields on page 1.
            * "Less Advance from Region" should be entered as a negative number.

                                                              Foreign Currency
            1 Expense reports should be submitted in only one currency. If varying currencies are used, a report must be
              submitted per currency.



A-95 Rev 02/01                                        Region Exp Report - Instructions                                                 Page 1
            2 The "Currency Conversion Rate" value should indicate the currency exchange rate to the US dollar (ex. 101.2
              Yen = $1.00). This would then calculate the total expenses shown in Yen to the equivalent amount in US dollars.
              For expense reports completed in US dollars, 1.00 should be entered in this field.




A-95 Rev 02/01                                    Region Exp Report - Instructions                                          Page 2
                                                                  IEEE Region/Section Expense Report


                                                       The Institute of Electrical and Electronics Engineers, Inc.

                                                            IEEE Regional/Section Expense Report

               NAME:                                                  Member No.:                   Expense Report For Week Ending:

      INSTITUTE TITLE:
                                                                                                             Traveling in Capacity of (Check One)
  Address to send
                                                                                                             Regional Committee Member * (See Below)
     cheque:
                                                                                                             Student Branch Chairman * (See Below)
        Province         Select Prov.                                                                        Student Branch Counselor * (See Below)

        TRAVEL FROM:                                                                                         Student Paper First Prize Winner * (see Below)
           TRAVEL TO:                                                                                        Other:

      PURPOSE OF TRIP:
                                                                                                                                        (Specify)
 Details Provide details and full              Date:                 1-Jan-1900     Taxes                        Taxes                              Taxes       Total
  support on items (1) through (6)         Town:                                                                                                               Expense

  Personal Auto Mileage                                                      0.00                     0.00                               0.00

  Trans. - Tolls & Parking                                                          #N/A             $0.00        #N/A                  $0.00       #N/A             $0.00
  Mileage Allowance ($.44 per km)                                           $0.00                    $0.00                              $0.00                        $0.00
  Taxi/Bus - See Itemized Expenses (1)                                      $0.00   #N/A             $0.00        #N/A                  $0.00       #N/A             $0.00
  Plane, Train, Auto Rental (Provide Backup)                                $0.00   #N/A             $0.00        #N/A                  $0.00       #N/A             $0.00
  Lodging - Self                                                                    #N/A                          #N/A                              #N/A             $0.00
  Meals/Self - see Itemized Expenses (2)                                    $0.00   #N/A             $0.00        #N/A                  $0.00       #N/A             $0.00
  Official Guest - see Itemized Expenses (3)                                $0.00   #N/A             $0.00        #N/A                  $0.00       #N/A             $0.00
  Miscellaneous - Tel. & Telegraph                                          $0.00   #N/A             $0.00        #N/A                  $0.00       #N/A             $0.00
  Tips & Gratuities (4)                                                     $0.00                    $0.00                              $0.00                        $0.00
  Other (5)                                                                 $0.00   #N/A             $0.00        #N/A                  $0.00       #N/A             $0.00
  Other (6)                                                                 $0.00   #N/A             $0.00        #N/A                  $0.00       #N/A             $0.00
Total Expense                                                               $0.00   #N/A             $0.00        #N/A                  $0.00       #N/A             $0.00

                                                                                                                               Currency Conversion Rate              1.000
                                                                                                                                Total Expenses in CDN $              $0.00
                                                                                                                         Less Advance from IEEE Region
Provide details below and attach full support on items 5 & 6                                                          Balance due from (to) IEEE Region              $0.00

(5)




(6)




                                                                                                                              Expense                                 #N/A
                                                                                                                              Tax                                     #N/A

          Originator's
                                                                    Date Signed:                              Amount of Reimbursement:
           Signature:

                                                                            Date                               Accounting
         Approval By:
                                                                       Approved:                              Distribution:

                                                                            Date
        Approved By:                                                                                          Audit Check:                              Date
                                                                       Approved:

* Explanation of Partial Reimbursement for Travel or Regional Committee Members and Student Branch Personnel will be found on the

the reverse side of this form




         A-95 Rev 02/01                                                  Excel-Yellow-ExpRpt01                                                              Page 3
                                                    IEEE Region/Section Expense Report


          Name:                                                                          For Period Ending:   0-Jan-1900

                                                                 Itemized Expenses

                  Taxi/Bus (1)
                  Note: Daily amounts are automatically carried over to page 1.


                         Date:                    Fare:                                    To/From:
                  Do Not include tips
                      1-Jan-1900                  $0.00
                      1-Jan-1900                  $0.00
                      0-Jan-1900                  $0.00
                      0-Jan-1900                  $0.00
                      0-Jan-1900                  $0.00
                      0-Jan-1900                  $0.00


                  Meals/Self (2)
                  Note: Daily amounts are automatically carried over to page 1.


                         Date:                 Breakfast                  Lunch              Dinner             Social
                  Do Not include tips
                      1-Jan-1900                  $0.00                    $0.00             $0.00              $0.00


                      0-Jan-1900                  $0.00                    $0.00             $0.00              $0.00


                      0-Jan-1900                  $0.00                    $0.00             $0.00              $0.00




#N/A              Meals/Official Guests (3)
                  Note: Daily amounts are automatically carried over to page 1.

#N/A
                         Date:                  Amount:           Name(s) of Guest(s)   Purpose of Meeting
 $0.00            Do Not include tips
                      1-Jan-1900                  $0.00


#N/A                  0-Jan-1900                  $0.00


                      0-Jan-1900                  $0.00




                  Tips & Gratuities (4)


                         Date:                  Amount:                                   Description
                      1-Jan-1900                  $0.00
                      1-Jan-1900                  $0.00
                      0-Jan-1900                  $0.00
                      0-Jan-1900                  $0.00
                      0-Jan-1900                  $0.00
                      0-Jan-1900                  $0.00




 A-95 Rev 02/01                                            Excel-Yellow-ExpRpt01                                           Page 4
                                                           The Institute of Electrical and Electronics Engineers, Inc.

                                                           IEEE Regional/Section Expense Report Page 2

                  NAME:                                                  Member No.:                     Expense Report For Week Ending:                  0/Jan/1900

       INSTITUTE TITLE:
                                                                                                                Traveling in Capacity of (Check One)

  Address to send                                                                                               Regional Committee Member * (See Below)
     cheque:                                                                                                    Student Branch Chairman * (See Below)
                                                                                                                Student Branch Counselor * (See Below)

         TRAVEL FROM:                                                                                           Student Paper First Prize Winner * (see Below)
            TRAVEL TO:                                                                                          Other:

      PURPOSE OF TRIP:
                                                                                                                                          (Specify)
  Details       Provide details and full           Date:                               Taxes                        Taxes                             Taxes          Total
      support on items (1) through (6)         Town:                                                                                                                Expense

      Personal Auto Mileage                                                     0.00                     0.00                             0.00

      Trans. - Tolls & Parking                                                         #N/A             $0.00        #N/A                $0.00        #N/A              $0.00

      Mileage Allowance ($. 44per km)                                          $0.00                    $0.00                            $0.00                          $0.00
      Taxi/Bus - See Itemized Expenses (1)                                     $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00
      Plane, Train, Auto Rental (Provide Backup)                               $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00
      Lodging - Self                                                           $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00
      Meals/Self - see Itemized Expenses (2)                                   $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00
      Official Guest - see Itemized Expenses (3)                               $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00
      Miscellaneous - Tel. & Telegraph                                         $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00
      Tips & Gratuities (4)                                                    $0.00                    $0.00                            $0.00                          $0.00
      Other (5)                                                                $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00
      Other (6)                                                                $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00
Total Expense                                                                  $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00

                                                                                                                                   Currency Conversion Rate             1.000
                                                                                                                                     Total Expenses in CDN $            $0.00
                                                                                                                              Less Advance from IEEE Region
Provide details below and attach full support on items 5 & 6                                                                Balance due from (to) IEEE Region           $0.00

(5)




(6)




            Originator's
                                                                       Date Signed:                               Amount of Reimbursement:
             Signature:

                                                                               Date                                Accounting
          Approval By:
                                                                          Approved:                               Distribution:

                                                                               Date
         Approved By:                                                                                            Audit Check:                                Date
                                                                          Approved:

* Explanation of Partial Reimbursement for Travel or Regional Committee Members and Student Branch Personnel will be found on the

the reverse side of this form
       Name: 0                                                                       For Period Ending:   0-Jan-1900

                                                            Itemized Expenses

             Taxi/Bus (1)
             Note: Daily amounts are automatically carried over to page 1.


                    Date:                    Fare:                                     To/From:
             Do Not include tips
                 0-Jan-1900                  $0.00
                 0-Jan-1900                  $0.00
                 0-Jan-1900                  $0.00
                 0-Jan-1900                  $0.00
                 0-Jan-1900                  $0.00
                 0-Jan-1900                  $0.00


             Meals/Self (2)
             Note: Daily amounts are automatically carried over to page 1.


                    Date:                  Breakfast                  Lunch              Dinner             Social
             Do Not include tips
                 0-Jan-1900                  $0.00                    $0.00              $0.00              $0.00


                 0-Jan-1900                  $0.00                    $0.00              $0.00              $0.00


                 0-Jan-1900                  $0.00                    $0.00              $0.00              $0.00




#N/A         Meals/Official Guests (3)
             Note: Daily amounts are automatically carried over to page 1.


                    Date:                  Amount:            Name(s) of Guest(s)   Purpose of Meeting
             Do Not include tips
                 0-Jan-1900                  $0.00


                 0-Jan-1900                  $0.00


                 0-Jan-1900                  $0.00




             Tips & Gratuities (4)


                    Date:                  Amount:                                    Description
                 0-Jan-1900                  $0.00
                 0-Jan-1900                  $0.00
                 0-Jan-1900                  $0.00
                 0-Jan-1900                  $0.00
                 0-Jan-1900                  $0.00
                 0-Jan-1900                  $0.00
                                                           The Institute of Electrical and Electronics Engineers, Inc.

                                                           IEEE Regional/Section Expense Report Page 3
                  NAME:                                                   Member No.:     0              Expense Report For Week Ending:                   0/Jan/1900
        INSTITUTE TITLE:
                                                                                                                 Traveling in Capacity of (Check One)

  Address to send                                                                                    X           Regional Committee Member * (See Below)
     cheque:                                                                                                     Student Branch Chairman * (See Below)
                                                                                                                 Student Branch Counselor * (See Below)

          TRAVEL FROM:                                                                                           Student Paper First Prize Winner * (see Below)
             TRAVEL TO:                                                                                          Other:

       PURPOSE OF TRIP:
                                                                                                                                           (Specify)
 Details        Provide details and full           Date:                                Taxes                        Taxes                             Taxes          Total
      support on items (1) through (6)         Town:                                                                                                                 Expense

      Personal Auto Mileage                                                      0.00                     0.00                             0.00

      Trans. - Tolls & Parking                                                  $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00
      Mileage Allowance ($.44 per km)                                           $0.00                    $0.00                            $0.00                          $0.00
      Taxi/Bus - See Itemized Expenses (1)                                      $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00
      Plane, Train, Auto Rental (Provide Backup)                                $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00
      Lodging - Self                                                            $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00
      Meals/Self - see Itemized Expenses (2)                                    $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00
      Official Guest - see Itemized Expenses (3)                                $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00
      Miscellaneous - Tel. & Telegraph                                          $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00
      Tips & Gratuities (4)                                                     $0.00                    $0.00                            $0.00                          $0.00
      Other (5)                                                                 $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00
      Other (6)                                                                 $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00
Total Expense                                                                   $0.00   #N/A             $0.00        #N/A                $0.00        #N/A              $0.00
                                                                                                                                   Currency Conversion Rate              1.000
                                                                                                                                     Total Expenses in CDN $             $0.00
                                                                                                                             Less Advance from IEEE Region
Provide details below and attach full support on items 5 & 6                                                              Balance due from (to) IEEE Region              $0.00
(5)



(6)




            Originator's
                                                                        Date Signed:                              Amount of Reimbursement:
             Signature:
                                                                                Date                                Accounting
          Approval By:
                                                                           Approved:                               Distribution:
                                                                                Date
          Approved By:                                                                                            Audit Check:                                Date
                                                                           Approved:
* Explanation of Partial Reimbursement for Travel or Regional Committee Members and Student Branch Personnel will be found on the
the reverse side of this form
       Name:                                                                           For Period Ending:   0-Jan-1900

                                                              Itemized Expenses
               Taxi/Bus (1)
               Note: Daily amounts are automatically carried over to page 1.


                      Date:                    Fare:                                     To/From:
               Do Not include tips
                   0-Jan-1900                  $0.00
                   0-Jan-1900                  $0.00
                   0-Jan-1900                  $0.00
                   0-Jan-1900                  $0.00
                   0-Jan-1900                  $0.00
                   0-Jan-1900                  $0.00


               Meals/Self (2)
               Note: Daily amounts are automatically carried over to page 1.


                      Date:                  Breakfast                  Lunch              Dinner             Social
               Do Not include tips
                   0-Jan-1900                  $0.00                    $0.00              $0.00              $0.00

                   0-Jan-1900                  $0.00                    $0.00              $0.00              $0.00

                   0-Jan-1900                  $0.00                    $0.00              $0.00              $0.00



#N/A           Meals/Official Guests (3)
               Note: Daily amounts are automatically carried over to page 1.

                      Date:                  Amount:            Name(s) of Guest(s)   Purpose of Meeting
               Do Not include tips
                   0-Jan-1900                  $0.00

                   0-Jan-1900                  $0.00

                   0-Jan-1900                  $0.00



               Tips & Gratuities (4)

                      Date:                  Amount:                                    Description
                   0-Jan-1900                  $0.00
                   0-Jan-1900                  $0.00
                   0-Jan-1900                  $0.00
                   0-Jan-1900                  $0.00
                   0-Jan-1900                  $0.00
                   0-Jan-1900                  $0.00

								
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