April 20-22, 2007 University of Arkansas Continuing Education Center, Fayetteville, AR
Region 5 Student Branch Reimbursement Rules
for the 2007 IEEE Region 5 Conference
March 1, 2007
for the 2007 IEEE Region 5 Conference
March 1, 2007
Branch Refund Schedule
Each
Student Branch that participates in the 2007 Region 5 Conference is
entitled to a partial reimbursement of its expenses from Region 5 Student Activity
funds according to the following schedule:
Because we reimburse Branches on a fixed schedule without regard to actual expenses, the Branch Counselor (preferred) or a Branch Officer needs to submit a form which identifies the items for which reimbursement is requested and identifies those individuals which satisfy the requirements. That form may be found as a Microsoft Word document HERE or as an Adobe PDF file HERE. We will verify that the appropriate registration requirements have been met. In general, reimbusement checks will be send to the Branch Address or the Branch Counselor as indicated on the Reimbursement Request form. Forms should be submitted electronically by e-mail or via snail mail as shown on the form NOT LATER THAN APRIL 10, 2007. If necessary, a printed copy of the form may be obtained and submitted at the Conference Student Leadership Training Workshop (not desirable). Members submitted as satisfying the above requirements must be registered at the Conference.
Student Branches should expect to provide the majority of the funds required to attend the Region 5 Conference themselves as the funds available from Region 5 are limited. Traditionally Student Branches are supported by their local IEEE Sections, their schools, colleges, and departments, student government associations, local industry, and/or fund raising drives such as raffles and bake sales.
Paper Contest Participant Refund Schedule
Paper Contest participants are reimbursed their actual expenses in accordance with Region Travel Policy and the following schedule:
(Note: For papers with more than one author, only the presenting author's expenses are paid.) Paper Contest participants should obtain a reimbursement form at the Contest and submit it, along with receipts, to Francis Grosz, Region 5 Student Activities Coordinator, at the address shown on the form NOT LATER THAN MAY 7, 2007. The Region 5 Conference Registration Fee is also reimbursed, but not the Technical Conference fee. Any exceptions to the above must be authorized in advance.
Undergraduate Contest Award Schedules
To receive individual cash Awards, eacxh student must provide their name, Student Branch affiliation, address, IEEE Student membership number, and their Social Security number. IRS Rules require that we collect this information for disbursements other than reimbursements. An I-9 tax form may also be required. Where a prize is won by a team consisting of more than one person, the prize is divided among the winners.
Area Undergraduate Paper Contest Prizes
These prizes will be awarded at the 2007 Region 5 Conference
These prizes are sponsored by IEEE Region 5
| Personnel Participating in the Conference | Maximum Reimbursement |
| Branch Officer(s) or Prospective Officer(s) attend Leadership Training Workshop |
$50 |
| Design Contest Team participates in Contest | $50 |
| Branch Counselor attends Conference | $200 + $0.485/mi one-way mileage (maximum of $350) |
| Distance Greater than 600 Miles | Additional $50 (Maximum total mileage reimbursement $400) |
Because we reimburse Branches on a fixed schedule without regard to actual expenses, the Branch Counselor (preferred) or a Branch Officer needs to submit a form which identifies the items for which reimbursement is requested and identifies those individuals which satisfy the requirements. That form may be found as a Microsoft Word document HERE or as an Adobe PDF file HERE. We will verify that the appropriate registration requirements have been met. In general, reimbusement checks will be send to the Branch Address or the Branch Counselor as indicated on the Reimbursement Request form. Forms should be submitted electronically by e-mail or via snail mail as shown on the form NOT LATER THAN APRIL 10, 2007. If necessary, a printed copy of the form may be obtained and submitted at the Conference Student Leadership Training Workshop (not desirable). Members submitted as satisfying the above requirements must be registered at the Conference.
Student Branches should expect to provide the majority of the funds required to attend the Region 5 Conference themselves as the funds available from Region 5 are limited. Traditionally Student Branches are supported by their local IEEE Sections, their schools, colleges, and departments, student government associations, local industry, and/or fund raising drives such as raffles and bake sales.
Paper Contest Participant Refund Schedule
Paper Contest participants are reimbursed their actual expenses in accordance with Region Travel Policy and the following schedule:
| Expense | Maximum Reimbursement |
| Travel (Air, Car) | Least cost air travel will be reimbursed on 14 day advanced purchase. Vehicle transportation will be reimbursed at $0.485/mile round trip, not to exceed least cost air fare. Travel expenses in excess of $400 should be pre-authorized by the Region 5 Student Activities Coordinator. |
| Meals | $20.00/day. Meals available at the Conference will not be reimbursed. |
| Hotel | limited to two (2) nights |
| items not reimbursed | car rental, entertainment or long distance calls |
(Note: For papers with more than one author, only the presenting author's expenses are paid.) Paper Contest participants should obtain a reimbursement form at the Contest and submit it, along with receipts, to Francis Grosz, Region 5 Student Activities Coordinator, at the address shown on the form NOT LATER THAN MAY 7, 2007. The Region 5 Conference Registration Fee is also reimbursed, but not the Technical Conference fee. Any exceptions to the above must be authorized in advance.
Undergraduate Contest Award Schedules
To receive individual cash Awards, eacxh student must provide their name, Student Branch affiliation, address, IEEE Student membership number, and their Social Security number. IRS Rules require that we collect this information for disbursements other than reimbursements. An I-9 tax form may also be required. Where a prize is won by a team consisting of more than one person, the prize is divided among the winners.
Area Undergraduate Paper Contest Prizes
These prizes will be awarded at the 2007 Region 5 Conference
These prizes are sponsored by IEEE Region 5
| Rank | Amount |
| 1st Place | $150 plus Individual Travel Expense for Presenter |
| 2nd Place | $100 plus Individual Travel Expense for Presenter |
| 3rd Place | $50 plus Individual Travel Expense for Presenter |
Regional Undergraduate Student Paper Contest Prizes
These prizes are sponsored by the IEEE Life Members Committee
Student Design Contest
These prizes are sponsored by IEEE Region 5
Robotics Contest
These prizes are sponsored by the IEEE Financial Advantage Program
These prizes are sponsored by the IEEE Life Members Committee
| Rank | Amount |
| 1st Prize | $800 |
| 2nd Prize | $500 |
| 3rd Prize | $200 |
Student Design Contest
These prizes are sponsored by IEEE Region 5
| Rank | Amount |
| 1st Prize | $400 |
| 2nd Prize | $200 |
| 3rd Prize | $100 |
Robotics Contest
These prizes are sponsored by the IEEE Financial Advantage Program
| Rank | Amount |
| 1st Prize | $800 |
| 2nd Prize | $500 |
| 3rd Prize | $200 |