Allowable Expenses for IEEE AP-S Annual Support and Special Projects

The following list is designed to help chapters identify the kind of expenses that are allowable for the AP-S Annual Support and Special Projects programs. (Other IEEE or AP-S programs may have different restrictions.) For both of these programs, the expense should promote AP-S chapter activities and should benefit the entire chapter membership. The following list is by no means complete, but is to serve as a guide. If there are any questions about what is allowable, please ask the Chapter Activities Coordinator.

Note that if a chapter is considering any type of special activity that it does not routinely fund, and extra funds beyond the AP-S annual support are necessary for the success of this project, then applying for special-project support is encouraged.

Allowed Expenses:

• Membership campaigns and advertisements
• Mailings to members and other constituents
• Local conference expenses, proceedings and advertisements
• Local workshops
• Student paper contest awards
• Food and beverages at chapter functions
• Field trips (transportation, etc.)
• AP related books, videos, CD’s, DVD’s (if some kind of library/circulation policy is in place)
• Speaker travel expenses (except for Distinguished Lecturers; see note below)
• Audio/visual equipment rental for support of chapter meetings
• Chapter-oriented research or educational projects
• Miscellaneous office supplies, if directly related to chapter support
• Travel expenses to allow chapter officers to attend a regional chapter or section meeting

Un-allowed Expenses:

• Monthly communication subscriptions, such as internet, FAX, phone, etc.
• Office support personnel
• Alcohol
• Travel expenses for a Distinguished Lecturer (Expenses for IEEE Distinguished Lecturers are reimbursed directly to the speakers through the Distinguished Lecturer program.)
• Speaker honorariums (The cost of purchasing small gifts or providing a dinner for a speaker is acceptable. However, directly giving speakers cash honorariums is deemed inappropriate.)

· IEEE dues, membership fees, etc. (Members in low-income regions may apply for financial support from the IEEE MISCO program and also the AP-S MFSP program.)

• Travel expenses to attend conferences and other non-chapter-related meetings (Chapter Chairs may apply for a Chapter Chair Travel Grant to attend the annual IEEE AP-S Symposium, if they plan on attending the Chapter Chair Luncheon. However, using annual support or special project funds to support travel to this symposium is not allowed.)