Travel and Funding Support
Branches have until February 15th 2024 to submit the Travel Reimbursement Form and request SoutheastCon Travel Rebate.
IEEE Region 3 Travel Policy Student Branch Travel to SoutheastCon (policy as of January 2024)
Region 3 budgets funds each year to help subsidize student branch travel to SoutheastCon. The amount of the student branch travel subsidy is computed according to the formula described below. Note that the purpose of the student branch travel subsidy is to offset the overall travel costs for the student branch, and is not meant for particular individuals. If you have questions or need assistance, please contact the Region Student Activities Chair (below).
Student branches must attend the SoutheastCon banquet in order to receive travel support. Branches must send a photo of their branch at the banquet to ieeesacregion3@gmail.com to receive credit for attending the banquet.
The following is used to calculate the total student branch travel subsidy.
Mileage:
- Mileage will be reimbursed at the rate specified in the Expense Reimbursement Guidelines for IEEE Volunteers [the rate authorized by the United States Internal Revenue Service (IRS)].
Additional Branch Funding Potentials (to cover expenses):
- Branch Chair at $50/day, 2.5 days maximum, contingent on attendance at the Student Branch Leadership Training meeting.
- Branch Counselor at $50/day, 2.5 days maximum, contingent on attendance at the Branch Counselor Training meeting.
- Onsite Student Competition participant (one per branch) at $50/day, 2.5 days maximum.
- For SoutheastCon 2024, additional $200 per branch contingent on attendance at the industry night event on Thursday March 21st 2024. Branches must send a photo of their branch at industry night to ieeesacregion3@gmail.com to receive credit for attending industry night.
Some branches travel to SoutheastCon in a charter bus and share it with other student branches. This is managed by the student branches, not IEEE. However, R3 SAC will help connect branches with other branches looking to share a charter bus. Branches can chose any bus company they would like. Some Universities even choose to use their Universities bus.
Another option is the company Charter Up; which has an account manager that is aware of the needs for SoutheastCon and will help branches determine their route and book a bus. Information on Charter Up can be found on their website ( https://www.charterup.com/ ). The account manage that is aware of SoutheastCon and student needs is po@charterup.com.
Link to travel rebate form: SoutheastCon 2024 Travel Rebate Form
About this form:
- This form must be filled out by February 15th 2024
- Each branch only submits this form once
- You do not need to submit any receipts
- No personal checks will be written. If you branch does not have a NextGen and is therefore needing a check, they must have a bank account name that includes the following text; “IEEE”, “[their university name]”, and “Student Branch”. It is recommended for your branch to check with you bank and make sure there will not be an issue with depositing the check with the name they use for their branch bank account. Checks will not be rewritten.