Conferences

IEEE-CS Conference Closing Requirements Checklist

Below is the standard list of IEEE required documents necessary to officially close a conference, followed by more detailed description for each listed item, including submission instructions. Without these completed documents, the IEEE Conference-Finance staff will not close the records for your conference on schedule and late closing penalty fees may apply.

NOTE: It is very important to read this entire document at the beginning of the conference planning process.
 

In compliance with IEEE and U.S. Internal Revenue Service (IRS) regulations, the following are required action items to be completed no later than six months after the conference end date. Please submit all items to the IEEE Computer Society’s Conference Support Services (CSS) at: TMRFclosing@computer.org 

 

Pre-Conference Documents

Role *
1.
Gen
2.
Gen
3.
Fin
4.
Gen/Fin
5.
CSS
6.
Fin
7.
Fin
8.
CSS
9.
CSS
10.
CSS
11.
Gen
 
 
 

Post-Conference Documents

 
12.
Fin
13.
Gen/Fin
14.

Certificate of Accuracy (COA) Form

Gen/Fin
15.
Fin
16.

Proof of Bank Account Closure (for External Bank Account)

Fin
17.

Destroy Check Form (for IEEE Concentration Banking)

Fin
18.
Fin
19.
Reg
20.
Fin
21.

Conference Publication (electronic files)

Pub
 
 
 
 

* Role Legends

Gen
General Chair
Fin
Finance Chair
Reg

Registration Chair

Pub

Publications Chair

CSS

Conference Support Services

 

Collecting and submitting these documents to the IEEE Computer Society’s Conference Support Services (CSS) staff as they become available throughout the conference process will greatly help facilitate the final IEEE closing process.


Pre-Conference Documents

 

1. Co-Sponsorship MOUs (if applicable)

A Co-Sponsorship Memorandum of Understanding (MOU) between financial cosponsors of the conference is necessary when there is more than one financial sponsoring entity. If your conference is solely sponsored by the IEEE Computer Society, an MOU is not required. If a current co-sponsorship MOU has not been executed between the cosponsoring parties, please either update a previously executed MOU or complete one based on the IEEE MOU template at: http://www.ieee.org/web/conferences/organizers/MOU.html. Please contact the meeting planner assigned to your conference for assistance in negotiating and executing this MOU.

An electronic copy of the fully-executed co-sponsorship MOU should be sent to TMRFclosing@computer.org.

 

2. POBC/COI for General Chair (Online Form)

The IEEE Principles of Business Conduct describe the legal, ethical, and regulatory standards that apply to members, volunteers and staff involvement in the activities of IEEE. An IEEE Principles of Business Conduct and Conflict of Interest (POBC/COI) form must be completed by the General Chair and General Co-Chair(s). This POBC/COI form can be completed online at: http://www.ieee.org/web/volunteers/compliance/conflict_of_interest/index.html

 

The General Chair will receive an email confirmation upon completing the form. They must forward a copy of this message to TMRFclosing@computer.org.

 

3. POBC/COI for Finance Chair (Online Form)

The IEEE Principles of Business Conduct describe the legal, ethical, and regulatory standards that apply to members, volunteers and staff involvement in the activities of IEEE. An IEEE Principles of Business Conduct and Conflict of Interest (POBC/COI) form must be completed by the Finance Chair before the Chair assumes their role for the conference. This POBC/COI form can be completed online at: http://www.ieee.org/web/volunteers/compliance/conflict_of_interest/index.html

 

The General Chair will receive an email confirmation upon completing the form. They must forward a copy of this message to TMRFclosing@computer.org.

 

4. Fiscal Agent MOU (If applicable)

A Fiscal Agent MOU is required when a third party, with no financial interest in the conference, receives and/or disburses funds related to the conference. For example, registration services that collect registration fees for the conference or vendors providing finance or conference management services where financial transaction take place on behalf of the conference. The following link will take you to the IEEE Fiscal Agent MOU template:  http://www.ieee.org/web/conferences/organizers/MOU.html#fiscal. Please contact the meeting planner assigned to your conference for assistance in negotiating and executing this MOU.

 

An electronic copy of the fully-executed Fiscal Agent MOU should be sent to TMRFclosing@computer.org.

 

5. IEEE-CS Approved Budget

Part of the CS sponsorship approval process is the submission of a budget by the conference organizers for approval through the Technical Meeting System (TMS). Once a budget is approved in the TMS and sponsorship is granted, the IEEE Computer Society's Conference Support Services staff will forward a copy of the approved budget to the IEEE.

You can obtain a copy of the approved budget in the TMS. The conference should retain a copy of this budget in their records to ensure later closing requirements can be met if the original file should become misplaced, or a copy should be necessary.

 

6. Banking Information

Since the IEEE will be assuming some or all financial liability for your conference, the IEEE needs to know how your conference intends to receive revenue and pay expenses. Please provide the following banking information:

  • Name of Bank
  • Account Number
  • Account Name
  • IBAN Number (for non-US accounts)
  • Names of Signatures on Account
  • Any specific information the bank may need (if non-US bank)
This information is required prior to sponsorship approval.
 

7. Bank Signature Card

All IEEE Conference Bank Accounts provide for the signatures of at least two volunteers and the IEEE Staff Director of Financial Services, or designee(s), except as shall be required under local government regulations. This will provide assurance to the conference and to IEEE of the availability of alternative signatures, if the need arises (see IEEE Finance Operations Manual). Please submit a copy of your bank’s signature card to the COG staff so they can forward it to the IEEE Staff Director of Financial Services for completion. Once signed, it will be sent back to you.

 

8. IEEE-CS Sponsorship Approval Notification (CSS Staff Function)

Upon approval of IEEE Computer Society sponsorship, the conference will receive a sponsorship approval notification via email. The CSS staff will forward a copy of this notification to the IEEE. The conference should retain a copy of this approval notification in their records to ensure later closing requirements can be met if the original notification should become misplaced, or a copy should be necessary.

 

9. IEEE Information Schedule Form (CSS Staff Function)

Submission of basic information about the conference to the IEEE through the IEEE Information Schedule is required to initiate the setup as an officially IEEE sponsored conference. The CSS staff completes this process for all CS sponsored conferences to insure timely processing and accuracy of submitted data to IEEE. Submission of this conference information also ensures early publicity to the professional community and aids in avoiding date/subject conflicts with other conferences while listing your conference in the IEEE Conference Search and IEEE's Call for Papers listing. http://www.ieee.org/web/conferences/search/index.html

PLEASE DO NOT SUBMIT information about your conference directly to the IEEE Information Schedule as it will not be approved until the CSS staff completes the sponsorship approval process.

 

10. IEEE Conference Finance Form (CSS Staff Function)

The IEEE Conference Finance department requires the submission of high-level budget information about every IEEE financially sponsored conference. This budget information is due immediately upon sponsorship approval. The CSS staff completes this process for all CS financially sponsored conferences to insure timely processing and accuracy of submitted data to IEEE. If during the implementation of the conference, the budget needs to be adjusted, please contact your assigned CSS meeting planner. They will assist you with updating your official budget and arrange for the updated information to be submitted to the IEEE for their records.

 

11. Conference Committee List (for IEEE insurance coverage)

The IEEE carries limited volunteer liability coverage as part of the IEEE master liability policy and will cover all volunteers, officers and non-members who are engaged in the management of an activity at a conference or meeting sponsored by the IEEE Computer Society based on its percentage of sponsorship. This coverage will apply only during the term of the conference or meeting. You must maintain a record of all officers and committee members who are actively engaged in the management of a conference or meeting. This list must be submitted to the COG staff prior to the conference so it can be filed in the IEEE Risk Management office. More information about the IEEE insurance coverage can be found at: http://www.ieee.org/web/conferences/organizers/insurance_info.html

 

Post-Conference Documents

12. Advanced Loan Repayment (if applicable)

If your conference received an advance loan from the IEEE Computer Society, it must be repaid no later than 30 days from the conference’s end date, or sooner if possible. Until the advance loan is repaid the conference cannot be closed. Please follow the remittance information provided to the conference when the advance loan was received. If you need a copy of the remittance information, please contact the COG staff at TMRFclosing@computer.org.  

 

13. Final Financial Report

The conference’s General Chair is responsible for seeing that a final report is prepared and submitted no later than four (4) months after the conference end date. While the final report must include the financial report (updated through CIMA) it should also contain a brief summary of the program, an update on how well received were the conference’s other activities, any suggestions for improving the conference if intending to hold it again, any constructive/reasonable suggestions for how the Computer Society might be able to improve its support for the conference, a copy of the final program, and a list of the names and contact information for all attendees (per below, item 19).

The final report is due no later than four (4) months after the conference end date, and must be accompanied by the return of the advance loan (if applicable), any surplus funds due the Computer Society, and proof of bank account closings. Once the Final Report is reviewed by the Computer Society Financial Analyst and all questions, if any, are resolved, the Computer Staff will submit the “actual” final report to the IEEE on the conference’s behalf. Contact your IEEE-CS Conference Financial Analyst for detailed assistance in completing your final report.

 

14. Certificate of Accuracy (COA) Form

A completed and signed IEEE Certificate of Accuracy form must be submitted with your other financial closing documentation. It must be signed by both the Conference Finance Chair (Treasurer) and General Chair (or alternate). This form certifies that the final financial statements submitted for the conference are accurate. You can download a copy of the form at: http://www.ieee.org/portal/cms_docs_iportals/iportals/conferences/organizers/certification_of_accuracy.xls

 

15. Surplus

IEEE Policy 10.1.9 states the distribution of any surplus or the allocation of any deficit resulting from a conference will be apportioned to the sole sponsor or co-sponsoring organizational units of a conference. Surplus is to be distributed within 6 months of the conference. Conferences may not transfer funds from one year to the next year’s conference.

Contact your assigned CSS meeting planner for the necessary information to transfer any appropriate surplus to the IEEE Computer Society.

 

16. Proof of Bank Account Closure (for External Bank Account)

If not using IEEE Concentration Banking and opening an external bank account for the conference, it should be known as "The Institute of Electrical & Electronics Engineers, Inc., d/b/a Year IEEE Conference Title." The following is the IEEE IRS Tax Identification Number: 13-1656633. You will need this number to open a bank account.

When closing the conference’s external bank account(s), you will need to submit a copy of the final, closing bank statement(s), showing that all funds have been properly distributed. This statement typically is submitted along with the final financial report no later than six (6) months after the conference end date.

  • Not applicable if using IEEE Concentration Banking account
  • Submit Check Destroy Letter if using IEEE Concentration Banking account (see below)

 

17. Destroy Check Form (for IEEE Concentration Banking)

Using the IEEE's Concentration Banking program is strongly recommended for all conferences where the IEEE Computer Society has some financial responsibility for the conference. This banking approach offers many advantages. Learn more about this program at: http://www.ieee.org/portal/pages/services/financial/treasury/concentration.html

If your conference is using an IEEE Concentration Banking account for the conference, you will need to submit a Destroy Check Form in order to close the account. This form can be found at: http://www.ieee.org/portal/cms_docs_iportals/iportals/conferences/organizers/cb_destroy_check_form.pdf

 

18. W8 & W9/1042 Tax Forms

The IEEE and its societies are required by U.S. tax law to report any income paid to U.S. citizens including honorarium payments. If the Computer Society is at least a 50% cosponsor, please report to the COG staff any payments made U.S. independent contractors and any other individuals (e.g., tutorial or keynote speakers, etc.) as soon after the conference as possible if these recipients received payment(s) that total or exceed $600 (US dollars). This should include a completed 1099 form. For non-U.S. independent contractor and individual receiving payment(s) that total or exceed $600 (US dollars), please submit 1042 form. These payment amounts should not include reimbursement expenses, such as travel expenses. This information must be collected by year-end and reported no later than the beginning of January for conferences of the preceding year.

 

PLEASE NOTE: While these completed tax forms may be submitted electronically, due to the confidential nature of the tax information included on these forms, you may mail or fax them. Contact your meeting planner for instructions on mailing in paper versions or faxing them.

 

19. Attendees List

Please provide a complete list of attendees to the Computer Society. This list should include any contact information collected by the conference, including attendee’s name, job title, affiliation, e-mail address, mailing address, phone number, etc.

 

20. Audit Report (if applicable)

An audit will be required where the IEEE Computer Society or the IEEE’s combined share of sponsorship accounts for budgeted expenses exceeding $100,000 (US dollars). The conference may have the conference’s financial reports audited by an independent professional outside source, or may request the IEEE Operations (Internal) Audit Department (IEEE OA), to arrange for the necessary audit. The conference must contact the Computer Society Finance & Accounting Staff to make arrangements for using IEEE Audit services.

 In all cases where the audit is completed by a source other than IEEE OA, a copy of the subject audit report should be submitted with the final report to the IEEE Computer Society for review.

The IEEE may conduct random audits on any sponsored conference so all conferences must retain all necessary documentation in http://www.ieee.org/portal/cms_docs_iportals/iportals/conferences/organizers/Conference_Audit_Checklist.doc

 

21. Conference Publication (electronic files)

If you are publishing through Conference Publishing Services (CPS), the conference doesn’t need to worry about this requirement because CPS takes care of it for the conference as part of the services provided by CPS. Information about publishing through CPS can be found at: http://www.computer.org/cps

Otherwise, you will need to submit its publication content (as a Xplore-compliant CD and other media types) to the IEEE Conference Publications Program staff. Be sure to follow the instructions provided in the CPP Letter of Agreement, which you should have received shortly after the submission of your IEEE Publication Form. If you did not receive your Letter of Acquisition, contact the IEEE Conference Publications Program immediately.

 

In order to expedite the approval process of your future meeting, all of the above-mentioned items MUST be completed and submitted to the Conference Staff within six months from the end of your current meeting. 
 

IEEE Computer Society ~ Conference Support Services (CSS)

10662 Los Vaqueros Circle ~ Los Alamitos, CA 90720-1314 USA 

+1 714-821-8380 ~ fax: +1 714-761-1784 TMRFclosing@computer.org