Officer:Reimbursements

Reimbursement Instructions

Officers, these are instructions for processing reimbursements through the Student Activities Office (SAO) for the Club Sports Council Funded Account (CSC) and the Main Account (Main).

What you need before you start

• The name and mailing address of the person receiving the reimbursement
• A paper or digital receipt of the purchase
• Proof of payment
  • Usually written on the receipt, something like paid with Master Card ****
  • If not, they may want a credit card or bank statement showing the bill was actually paid.
• Knowledge of which account to get the reimbursement from

How to Process

Getting to the RFP system

1. Make sure you are one of the club's financial signatories and have proper MIT certificates installed on your computer
2. Go to SAPweb
3. Click on the "Purchasing" tab
4. Under "Requests for Payment (RFPs)" click on "Reimbursement"
5. Determine if the person being paid is on the MIT Payroll system or not
   • MIT Undergraduates and Graduate Students should show up under "MIT"
   • David Dunmeyer, though he works at MIT Lincoln Labs, is put in as "Non-MIT"...don't ask.
6. Type the full name of the person being reimbursed and click "search"
7. Select the name of the person or, if it says "No results found: Continue " click that

Filling out the RFP Form

1. First, name the RFP
   • Use something unique like "2011-11-01 Gi order"
2. Enter the mailing address
3. Fill in the Line Items
   • For each receipt you have you fill out one line item
   1. First enter the date of the purchase
   2. Enter the G/L Account Number (G/L codes are internal MIT accounting codes used to track purchase types)
      • You may find the Club Sport approved G/L codes here: [1]
   3. Enter the account number
      • Our CSC Funding account is: 2720991 - CSC-American Jiu-Jitsu
      • Our Main account is: 2720552 - American Jiu-Jitsu
   4. Enter the amount to be reimbursed
   5. Enter an explanation of what the purchase is
      • We don't buy weapons, we buy "Training supplies". So don't put knives and sticks down, put training knives and training sticks for example
   6. Add as many line items as you need to finish all the receipts
      • If one receipt is coming partially from the CSC account and partially fro the main account; make two line items and make note of that in the explanation field of both so they don't get confused.

As of Nov 2011

Our List of Financial Signatories:

• Bolger, Adrienne
• Chai, Elaina
• Dunmeyer, David
• Menard, Patrick
• Morse, Jonathan
• Vega-Brown, William

Person at SAO you sent reimbursements to:

• If UNDER $100: Katrina N. Hill
• If OVER $100: Catherine Hursh