Payment / Reimbursement Request

Your 10 keys to receive funds:
1- The unit's treasurer and chair should keep their own financial report (incomes & expenses) and verify that they have sufficient funds before submitting the payment / reimbursement request. The unit's treasurer and chair should give their financial report to the next officers of their unit.
2- In case of reimbursement request (reimbursement means that the services were already payed and the event was organized), a report with photos and the list of participants (name, IEEE member (yes/no), email) must be uploaded in the request. Otherwise, the reimbursement will not be done.
3- In case of payment request (payment means a direct money transfer from the Tunisia section to the provider bank account), a report with photos and the list of participants (name, IEEE member (yes/no), email) must be sent to [email protected] within 7 days after the event. Otherwise, the section will not be able to help the unit in the future, even if they have sufficient funds in the section bank account.
4- The Tunisia section needs at the minimum 3 days to complete your request. No urgent payements could be done. All requests should be submitted well in advance.
5- In cas of invoices with an amount over 100 TND, the forum must include 3 quotes (devis) from different providers. Please clarify if you are not selecting the lowest price, in the description of expenses field above. We recommend in these cases to ask for payment option in order to pay directly the provider and avoid the reimbursement option.
6- No clear invoices will not be paid or reimbursed. All invoices must be billed to "IEEE Tunisia section", including the word "Facture" and clear details of the provider and stamp and signature. Otherwise, the payment/reimbursement can't be done.
7- The unit's chair/treasurer should collect all original invoices and give them to the section treasurer by 31 December every year. Otherwise, the section will not be able to help the unit in the future.
8- if the expenses includes a restaurant invoice, the request should includes ALL the names, IEEE id, and emails of the beneficiary persons.
9- The request will be automatically declined if one of the emails of the officers are wrong.
10- The unit's website should be updated and includes the call for participation to the related event. Further more, an enotice call for participation should be sent via enotice.vtools.ieee.org

Your full name

Your Email (@ieee.org alias)

Phone Number

IEEE Member Number

Request type

Your Unit type

Your Unit name and code, exactly as written in the website: officers.vtools.ieee.org (please verify that the officer list of your unit is updated. Otherwise, your request will be declined)

Examples:
CH08633 - Tunisia Section Chapter, SMC28
SBC12541A - Nat'l Inst of Applied Sci & Tech (INSAT) IA34
STB12541 - Nat'l Inst of Applied Sci & Tech (INSAT)
SBA12541 - Nat'l Inst of Applied Sci & Tech (INSAT), WIE

Your IEEE position in the unit? (to use the budget of the unit, only the chair or the treasurer can submit this request (officers should be reported in officers.vTools.ieee.org))

Is an email of "call for participation" to this event was sent to your unit's members via enotice.vtools.ieee.org? (For units, if No call for participation was sent to the members of the unit, the request will be rejected)

Name of the unit's chair

Email of the unit's chair (@ieee.org alias)

Name of the unit's treasurer

Email of the unit's treasurer(@ieee.org alias)

Name of the unit's counselor/advisor (write N/A for non-student units)

Email of the unit's counselor/advisor for student units (@ieee.org alias) (add [email protected] for non-student units)

Email of the student activities coordinator for student units OR Email of the chapter coordinator for chapters OR [email protected] otherwise. Copy the email addresses from www.ieee.tn/excom/

Unit's Web site address (no Facebook pages will be accepted)

Web address of the event under events.vtools.ieee.org (you should announce the event in the vtools platform and send the call for participation via enotice.vtools.ieee.org)

Example: https://events.vtools.ieee.org/m/42347

Description of the event

Description of the expense(s), each item, and its needs (one item per line)

Bank details for the payment/reimbursement (account name, bank name, RIB (must be 20 digits)). If you are asking to pay by check, write: "Payment by check in the name of ...."

Total amount to pay/reimburse in TND or USD

Money requested under the budget of

If you are asking to use your budget's unit, clarify the current balance of your unit, the received funds (dates/amounts), and the expenses (dates/amounts). Without clear details about the funds of your units, the section can't proceed to your request.

Upload one pdf file including one or more invoices (one invoice per page, all included text must be clear and readable) and the quotes and the event's report and the list of participants as described above: