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
• Paper AND digital copies of the receipts of the purchases
  • Use a scanner if you have like a gas receipt, just print out an Amazon receipt
• 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: http://web.mit.edu/clubsports/officers/funding.shtml
   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
4. 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.
5. Select "Save and Continue"

Attaching the Receipts

Next, the system wants you to attach all the receipts in digital form. You can have them all compiled into one nice PDF before hand or upload several different PDF's. Just make sure you attach all of the receipts you made line items for

Sending the RFP for approval

If this RFP is not going to the person filling out the form, forward it on to the appropriate person at SAO.

• Click on "Sent To" and type in one of the following names:
  • If the amount is UNDER $100: Katrina N. Hill
  • If the amount is OVER $100: Catherine Hursh
• It is nice to write a little note like:
  • Catherine, please approve this RFP for the American Jiu Jitsu Club. Thank you. YOUR NAME
• Once you send it, PRINT the next screen you get
  • This is important because you still have to turn in paper copies of the receipts and you have to attach a copy of the RFP to them
• Staple all the paper receipts behind the RFP printout
• Take this to the 5th Floor of the MIT Student Center to the Student Activities Office and put it in the RFP Basket.

If this RFP is for the person filling gout the form, you have to send it to one of the club's other financial signatories for "approval." That just means they have to go to their RFP inbox in SAPweb and forward it onto SAO using the above procedure.

As of Nov 2011

Our List of Financial Signatories:

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