3.8 Volunteer Travel - Direct Billing Procedures

Volunteers who prefer to "direct bill" expenses to ComSoc, must make arrangements via the IEEE Travel Department (in any of the following ways):

Web site: http://www.ieeetravelonline.org/
Telephone: +1 800 TRY IEEE or +1 732 562 5387
E-mail: travel-team@ieee.org

Tell IEEE Travel you would like your airfare "directly billed to the Communications Society as per Carole Swaim". IEEE Travel can also book your hotel for you, however you must then pay the hotel personally and seek reimbursement from the IEEE Communications Society. Note: If you are doing your transaction via the web, put the request in the "additional notes and special request" field. You do not need to fill in any credit card information.

After the trip is over, you will complete and send to ComSoc Headquarters (Carole Swaim) the IEEE Expense Form (which can be e-mailed to you) with your receipts (including airplane and hotel receipts). List your airfare in the body of the expense report and in the column that says "Charge Direct to IEEE". We will then see that it is charged back to the appropriate area within ComSoc.

This is straightforward and eliminates airfare costs coming directly out of a volunteer's individual pocket. Also, IEEE fares are normally the lowest available (because of the IEEE volume discounts). Should you obtain airfares substantially higher from the IEEE Travel website (versus on your own) please contact IEEE (via e-mail above) before booking your flight, and include your intended itinerary (dates, times, and airline). You may contact Carole Swaim (c.swaim@comsoc.org) if problems arise.