Activities support

Email

<http://www.privatedaddy.com/?q=aWF0Z3xadU5PPgtgVw5AKk5EUlpXZFZv_19>

Snail mail

IEEE Worldwide Limited – Representação Permanente em Portugal
Instituto Superior de Engenharia do Porto (ISEP)
Rua Dr. António Bernardino de Almeida, 431
4200-072 Porto
Portugal

Tax Information

Name: IEEE Worldwide Limited – Representação Permanente em Portugal
NIF:  980500923

Section funding

  • Activity funding is looked at in a case-by-case basis
    • Technical activities are high-priority
    • Social activities should generally turn a profit, and require no funding
    • Up-to-date reporting is a requirement for funding
  • Minimum two weeks (preferably one month) before the event
  • One-page proposal
    • Activity description
    • High level budget, max 20% margin of error, category-based (example)
  • Send proposal to <http://www.privatedaddy.com/?q=aWF0Z3xadU5PPgtgVw5AKk5EUlpXZFZv_19>

Own funds

  • Each branch has its own Bank Account (provided by IEEE Portugal), where they get the HQ rebates (provided they submitted all required reporting)
  • Use of funds held in each SB’s sub-account aren’t subject to budgeting/approval. These funds are administered by the SB ExCom, according to their own guidelines. Keep in mind, however, that IEEE is a non-profit and all funds should be used responsibly and in pursuit of our mission
  • Due to Portuguese tax law, they are subject to the same reporting requirements

Expenses

  • Mandatory section tax info (above!)
  • Mandatory “factura” or “venda a dinheiro” (“recibo” or “talão de caixa” are not acceptable!)
  • Irregular expenses will not be reimbursed

Reporting and reimbursement

  1. Fill expense report
  2. Write one-page activity report (template)
  3. Scan all expense documents and upload to the Document Management System site of the SB (provided by IEEE Portugal).
  4. Send the expense report to the SB Treasurer for approvals [Up to 30 days after the activity]
  5. Wait for validation
  6. Print and sign the expense report
  7. Attach all original documents receipts
  8. Deliver all originals to the SB Treasurer
  9. The money will be wired to your bank account (written in the expense report)

Exceptions

  • Some expenses (such as travel abroad in official capacity) may use individual information, but always try to get an invoice in the name of IEEE Portugal. Please contact us in case of doubt!
  • In specific, high-amount cases, fund advances may be possible. This is an *exception* for big activities like multi-day congresses, and requires planning ahead and early approval.