SPS Member Driven Initiative Final Report Submission

Event Closing Final Report

A final report must be submitted within one-month from the last day of the event. As soon as the event ends, the Finance Chair(s) and/or Event Organizer should work with the SPS Membership staff to complete the below steps to close the event. The approved funding will be disbursed once the following steps are completed.

Following the event within 30 days, the event organizers must provide to SPS a completed final report. Please refer to section 2.4 of the SPS Organizer Guidelines Document (current version available in the Member Driven Initiative Event Organizer Guidelines folder) for the survey that should be provided to each student to fill out. This final report should include the following information, at minimum:

● Number of attendees by category

● Summary of comments and ratings by students on the participant feedback questionnaire (located in section 5.1)

● Event group picture

● Final budget (Using the correct MDI Detailed Budget Form)

● If any travel support or honoraria was given, a Detailed Honoraria Form is required. (Second tab on same Detailed Budget Form)

● If payment is being sent to an account in India, additional information must be submitted. Information available here.

(Forums, Regional Meetings, and Chapter Initiatives only) Invoice must be accompanied by detailed receipts and noted in the Budget document. Following the event, please submit your invoice with receipts to initiate the payment process. You must upload the original receipts - a Google Drive Folder link is not allowed. Submitting this will delay your reimbursement.

Use this form to submit your final report. If additional information is needed, we will reach out to you via email. If you have any questions, please contact sps-mdi@listserv.ieee.org.

Proposal Period

Proposals for the current call for proposals period will only be considered. If you are submitting

Initiative Type

Chapter Driven Initiative

Forum

Regional Meeting

Seasonal School

Name of Initiative

Where was this event held?

Please include the city and country. You may also include the University or specific location of the event.

Was this event organized by Student Branch Chapter(SBC)?

What was the first date of the event?

mm/dd/yyyy

What was the final date of the event?

mm/dd/yyyy

Website

If you did not have a website for the event, please input "N/A"

Organizer Name

Organizer Email

Additional Organizer Names

Additional Organizer Emails

Number of Attendees by Category

Categories include:

SPS Member

IEEE Member

Non-Member

Student SPS Member

Student IEEE Member

Student Non-Member

Life Member

Provide a summary of comments and ratings by students on the participant feedback questionnaire.

The questionnaire was included in section 5.1 of the Event Organizer Guidelines you signed.

Will you be uploading a group picture?

A group picture is included as part of the Final Report requirements.

Please provide any additional information about the event.

Please use this section to include any additional information you feel is important to report to the Society about the event and its success.

Is the payment being sent to a bank account in India?

This includes an IEEE Section or Chapter bank account.

Yes

No

Document and Budget Upload

Document and Budget Upload

A final budget is required as part of this final report. You must use the SPS Member Driven Initiative (MDI) Detailed Budget Form with the final budget information that matches submitted receipts.

If any honoraria or travel support was given, you must also complete all fields of the Detailed Honoraria Form for each individual who received honoraria or travel support, and upload the completed document. The Honoraria Form is included as a separate tab in the same Detailed Budget Form.

Any non-allowed and unapproved items will be deducted from the sponsorship payment. All information on budget and honoraria can be found on the Organize Local Events page of the SPS website.

Please use this field to upload all of your required documents; budget, honoraria/travel support, receipts, photos, etc. You may also upload any additional documents you feel are necessary for the final report to be reviewed by the Society.

Please note: Chapter Initiatives, Forums, and Regional Meetings must submit an invoice with detailed receipts in order to receive payment. A link to receipts stored on another platform such as Google Drive is not acceptable, the actual receipts must be uploaded. Submitting receipts incorrectly will cause delays in reimbursement.

File Upload

Drop your files here

Did you upload a final budget?

You must use the Member Driven Initiative Detailed Budget Form, budgets uploaded in any other format will not be accepted and will result in additional delays in processing the reimbursement.

Final budget (MDI Detailed Budget Form) is attached.

Final budget (MDI Detailed Budget Form) is NOT attached.

Did you attach an invoice and detailed receipts?

Please note: Chapter Initiatives, Forums, and Regional Meetings must also submit an invoice with detailed receipts in order to receive payment.

Seasonal Schools do not need to submit an invoice, but still need to submit receipts.

Yes, an invoice and receipts are attached.

No, an invoice and receipts are NOT attached.

Did you upload a final honoraria form?

If any honoraria or travel support is given to speakers/lecturers, this form must be completed in full and uploaded.

Yes, a completed Detailed Honoraria Form has been uploaded.

No, a completed Detailed Honoraria Form has not been uploaded. (You will not receive payment until this has been completed.)

Did you submit the registration list according to the instructions located in the MDI Event Organizer Guidelines?

Please note, this is a required step for the Final Report to be considered complete. If this step is not completed, payment cannot be made.

Instructions can be found in the SPS MDI Final Report Resources folder.

Yes, the registration list has been submitted per the instructions.

No, the registration list has not been submitted per the instructions.

Agreement

Agreement

Your agreement to the following statements is very important to ensure the event was in compliance with the SPS Budget guidelines. Please read these statement carefully before selecting an answer.

Failure to follow the SPS Budget guidelines, including Honoraria and travel support, can result in the non-allowed/unapproved expenses being deducted from the sponsorship payment.

Statement 1: I confirm that any individual being paid honoraria did not receive travel support in addition to the honoraria payment.

Honoraria: Payments to tutorial presenters, keynote speakers, and special guest speakers are called honoraria. Honoraria should cover the cost of their travel (coach airfare), accommodation (standard room), and/or preparation time. It is also important to base honoraria on precedent. An individual cannot receive honoraria and travel support separately.

I confirm that the individuals who received an honoraria payment did not receive additional travel support.

Honoraria recipients also received additional funding for travel support.

Statement 2: I confirm that remuneration or honoraria was not paid to any organizer or volunteer per Bylaw 203.10 Compensation.

Organizers of this event, Chapter leadership, DIS/DL are not eligible for honoraria.

Failure to follow the Society bylaws and rules of this program for Honoraria can result in the amount for non-approved being deducted from the sponsorship payment.

I confirm that remuneration or honoraria was not paid to the event organizers or volunteers, including volunteers from local Chapters.

Honoraria or remuneration was paid to event organizers or volunteers.

Statement 3: I confirm that the MDI Detailed Honoraria Form is uploaded to this final report and includes the required information for each honoraria recipient.

All honoraria given needs to be listed on the SPS MDI Detailed Honoraria Form. Each honoraria recipient must be listed on separate line items and include name, participating in-person or virtual, reason, and the amount. A generic term of "resource persons" or similar is not acceptable. Failure to provide this information can result in the amount being deducted from the sponsorship payment.

I confirm that the MDI Detailed Honoraria Form is uploaded to this final report and includes the required information for each honoraria recipient.

The MDI Detailed Honoraria Form has not been completed and/or uploaded.

Statement 4: I understand that any non-allowed items that are submitted in the final budget will be deducted from the final amount paid.

Refer to the SPS Membership Event Organizer Guidelines and Call for Proposal on the Organize Local Initiatives page for full details on items that are not allowed and honoraria rules. This includes, but is not limited to, "remuneration" of any kind, miscellaneous expenses, honoraria over the maximum limit, etc.

If these items are included in the final budget, the amount will be automatically deducted from the payment amount. There are no exceptions for non-allowed line items.

Do you have any comments or feedback about the SPS Member Driven Initaitive program or its processes?

Please provide any comments, feedback, or questions you have about the proposal submission, review, or final reporting processes. Your valuable feedback will help us improve the program for the future.

Send me a copy of my responses

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