Making IEA finances transparent and accountable 

 

Executive, Regional and Early-Career Councilors

• A brief (1-page) itemized budget for expenditure of up to $5000 for the financial year beginning 1st January should be submitted at least a month beforehand, by 1st December of the previous year. 
• A revised budget for additional expenses during the financial year can be submitted at any time (up to an annual total of $5000)
• Secretarial support is limited to $1000 per year
• The budget will be reviewed by the Executive Committee, who will respond within four weeks of its receipt
• Reimbursement will based on receipts for services performed, up to the allowed maximum limit and can be claimed throughout the year. Services cannot be personal in nature (e.g. internet, cell phone services)
• Funds cannot be obtained in advance, except in unusual circumstances when agreed in advance for councilors from middle and low-income countries
• Councilors from middle and low income countries should indicate in their budget submission if there are major problems with respect to access to funds. The Executive Committee can agree, on a case by case basis, ways of advancing funds to facilitate work planned, where appropriate  
 

All other IEA activities

•  An itemized budget with estimated costs for accommodation, travel, salaries, and all other expenses should be submitted at least 3 months before the planned activity.   
• The budget will be reviewed by the Executive Committee, who will respond within four weeks of its receipt
• Reimbursement for agreed costs will be based on actual receipts for services performed up to the allowed maximum limit
• Funds can no longer be obtained in advance, except in unusual circumstances, where agreed in advance for middle and low-income countries
• Applicants from middle and low income countries should indicate in their budget submission if there are major problems with respect to access to funds. The Executive Committee will agree, on a case by case basis, ways of advancing funding to facilitate work planned, where appropriate  
 

Other Notes 

• Budgets should be sent to manager@ieaweb.org (at the IEA administrative office) and copied to (Treasurer) 
• Requests for re-imbursement of expenses should be made online at  http://reimburse.ieaweb.org/   
• Funds are generally reimbursed to the claimant at the end of the month, so it may take 4-6 weeks between submitting a claim to receiving reimbursement 
• In some low-income countries where transfer of funds can be difficult, claimants should let the Administrative Office and/or the Executive Council know, so that arrangements can be made to facilitate the transfer 
• Out of pocket airfare and other travel expenses will be reimbursed for roundtrip economy class travel only, after completion of an approved trip, and submittal of a reimbursement claim. Any variation to a round-trip will be reimbursed up to the equivalent cost of the economy round-trip
• In exceptional circumstances people from low and middle-income countries can request that IEA purchase air tickets in advance of their travel 
 
(Policy approved November 2014)