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Organizational Units' Support

Useful information for Chapters, Student Branches, and Affiliated Groups.

Activities Support

IEEE Portugal
Instituto Superior de Engenharia do Porto (ISEP)
Rua Dr. António Bernardino de Almeida, 431
4200-072 Porto
Portugal

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

Each Organizational Unit (OU) has its own Bank Account (provided by IEEE Portugal), where they get the HQ rebates (if the required reporting  is submitted)

Use of funds held in each OU's Bank Account aren’t subject to budgeting/approval. These funds are administered by the OU 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;

IEEE PT Treasurer must report to “Autoridade Tributária” and “IEEE Worldwide”.

Mandatory “factura”, “recibo” or “fatura/recibo” including IEEE PT tax info (above!);

Irregular expenses will not be reimbursed.

  1. Fill the expense report;
  2. Send the expense report to the IEEE PT Treasurer (treasury@ieee-pt.org), writing a short description to justify the expense and attaching all original/scanned/photographed documents;
  3. If possible save and deliver all the original documents to the IEEE PT Treasurer afterwards;
  4. The money will be wired to your bank account (written in the expense report).

In some cases where it is possible to interact with the supplier in advance via email, it is also possible to directly pay for expenses. The section pays directly from the OU bank account. Contact us if this is the case!

Report your events in IEEE vTools.Events.

Car expenses are reimbursed in terms of the number of kilometers traveled. 

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.

Required Reporting

Submitted after each election

Required so your new officers can perform their job, receive access to IEEE vTools Officer Reporting, reporting, and other IEEE services.

Please send a copy of the confirmation email to excom@ieee-pt.org.

If your website/email changes, please let us know at webmaster@ieee-pt.org

Essential Information

Communication with the Section:

Use always the institutional email (not your personal) Why? One person may be out of the country or with a busy week. Each reaching a mailing list your e-mail will be read by more than one.

Every one or two years the chapters must do elections (Word Example . PDF example)

IEEE Member and Geographic Activities (MGA)

https://vtools.ieee.org

vTools – is the online platform to be used by chapter management members for communication, reporting and analytics

vTools eNotice (for sending messages to all chapter members)

https://enotice.vtools.ieee.org

vTools Events: Activities Reporting (deadline: January 31th, active chapters must report at least 2 activities per year to demonstrate their active status (Extra 75$ – 6 technical activities).

https://events.vtools.ieee.org/

vTools Officer Reporting (report position changes after elections)

https://officers.vtools.ieee.org

vTools Voting

https://voting.vtools.ieee.org/

WebEx (conference)

IEEE allows the use of WebEx

https://sites.ieee.org/vtools/sc4-2/

OU Analytics (Database with chapters membership and information)

https://mga.ieee.org/resources-operations/volunteer-tools/samieee

https://tblanalytics.ieee.org/#/site/IEEE/views/LandingPage_0/LandingPage?:iid=1&:usingOldHashUrl=true