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NTC Travel Policy
NTC Travel Policy – General
January 2023
NTC policy for volunteers’ travel is to reimburse for reasonable travel expenses for authorized travel. Travel of NTC officers to attend the Executive Committee meeting is preapproved. All travel of NTC officers to represent the NTC at IEEE meetings and travel of NTC representatives to represent the Nanotechnology Council must be pre-approved by the NTC President, and by VP Finance for availability of funds.
Detailed guidelines for travel reimbursement are outlined in the NTC Volunteers Travel Guidelines here. Typical expenses include the direct travel (economy airfare, taxi/bus fare, car mileage, airport parking and etc.…) to and from the meeting place and single-occupancy hotel room (when not provided by meeting organizers) starting with the night directly proceeding the meeting, nights during the meeting and the night after the meeting. Reimbursement includes reasonable meals during the meeting (if not provided by the meeting organizers) and during the travel to and from the meeting. NTC will not approve and not cover expenses not directly related to the meeting. Conference registration fees, bar tabs, taxi rides to sight-seeing and similar expenses are not reimbursable. Exceptions to these rules such as for example, above basic economy tickets must be pre-approved by the NTC President and by VP Finance for funds availability.
Reimbursement requests must be submitted via Concur within one month of the final day of travel. Expense receipts must be provided for all expenses over $25 USD.
Concur reimbursement guidelines: https://www.ieee.org/content/dam/ieee-org/ieee/web/org/travel-expense-reimbursement-guidelines.pdf
Concur Link: www.ieee.org/expense