[1368] in UA Exec
Proper Reimbursement Procedures
daemon@ATHENA.MIT.EDU (George Bailey)
Thu Sep 6 21:01:08 2012
Date: Thu, 6 Sep 2012 21:01:05 -0400
From: George Bailey <ghbailey@MIT.EDU>
To: ua-exec@mit.edu
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My first goal for the semester is to make you guys do this correctly. *Just
follow all the steps and your reimbursement will come quickly.* If you
don't, I'll let it sit in my box for a while before notifying you that you
need to correct whatever it is that you've done wrong. Bold things are
things that tend to annoy me the most if done incorrectly, so make sure to
at least follow those correctly. I'll be doing reimbursements every Friday
afternoon, so if everything is done correctly you can expect your
reimbursement in a reasonable time.
- MIT does not and will not reimburse any amount of sales tax. I repeat
*DO NOT PAY SALES TAX*. Just provide the vendor with the MIT tax exempt
number and then everything will be okay. The number and form can be found
on this website (http://web.mit.edu/2.744/www/Project/taxExempt.html).
- *YOUR RECEIPT NEEDS TO BE ITEMIZED*. Make sure it is. If it isn't you
usually can't go back to the vendor and ask for one. Remember to get one
when you make your purchase.
- I will be keeping track of what you're spending your money on. If it
isn't part of the budget that has been approved, you're going to have a bad
time. By this I mean that you will not be reimbursed.
*Reimbursement Procedure:*
1. Go to http://web.mit.edu/sapweb/PS1/index.shtml, and select "RFP
Reimbursement" under the Purchasing tab.
2. Enter the name of the payee and select appropriately from the drop down
list.
3. Name the RFP something helpful and to the point, so I know what it's for.
4. Enter your receipts in the "Line Item" section. Only enter one receipt
per line item, but please attach as many receipts as you like, as long as
they are all for the same event.
5. When entering the receipts, select an appropriate G/L number by clicking
on the box and selecting from the drop down menu. Most times you will be
choosing Meeting Food, so be prepared to provide the following detailed
information:
- Agenda/Topic of Discussion:
- Location of Meeting:
- Number of MIT Students:
- Number of MIT Employees:
- Number of Other Attendees:
6. *You will have to attach scans of all your receipts to the RFP*.
Scanners are readily available in the SAO if you don't know where to find
another one.
7. Once completed, click "Save and Continue." You will be prompted to send
it on to someone which is obviously me, George Bailey (ghbailey).
8. After sending me the RFP, turn in all your original receipts to my
mailbox in the UA office. *Please attach the RFP confirmation page (print
out the page that appears right after you send it to me). *This is quite
possibly the most important step because I am more likely to check my
mailbox in the office before the RFP inbox online. This means that if you
don't do this part, I probably won't know that you've sent me an RFP for a
long time. It's silly for me to work this way. I know, but it's just the
way I do things.
That's pretty much it, folks. If there is an urgency in reimbursement, feel
free to shoot me a direct email about the situation and I'll get to yours
ASAP. My apologies for the long email.
Cheers,
George Bailey
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My first goal for the semester is to make you guys do this correctly.=A0<b>=
<u>Just follow all the steps and your reimbursement will come quickly.</u><=
/b>=A0If you don't, I'll let it sit in my box for a while before no=
tifying you that you need to correct whatever it is that you've done wr=
ong. Bold things are things that tend to annoy me the most if done incorrec=
tly, so make sure to at least follow those correctly. I'll be doing rei=
mbursements every Friday afternoon, so if everything is done correctly you =
can expect your reimbursement in a reasonable time.=A0<div>
<br></div><div><ul><li><span style=3D"color:rgb(34,34,34);font-size:13px;fo=
nt-family:arial,sans-serif">=A0MIT does not and will not=A0</span><span sty=
le=3D"background-color:rgb(255,255,204);color:rgb(34,34,34);font-family:ari=
al,sans-serif;font-size:13px">reimburse</span><span style=3D"color:rgb(34,3=
4,34);font-size:13px;font-family:arial,sans-serif">=A0any amount of sales t=
ax. I repeat=A0<b><u>DO NOT PAY SALES TAX</u></b>. Just provide the vendor =
with the MIT tax exempt number and then everything will be okay. The number=
and form can be found on this website (</span><a href=3D"http://web.mit.ed=
u/2.744/www/Project/taxExempt.html" target=3D"_blank" style=3D"color:rgb(17=
,85,204);font-size:13px;font-family:arial,sans-serif">http://web.mit.edu/2.=
744/www/Project/taxExempt.html</a><span style=3D"color:rgb(34,34,34);font-s=
ize:13px;font-family:arial,sans-serif">).</span></li>
</ul></div><div><span style=3D"color:rgb(34,34,34);font-size:13px;font-fami=
ly:arial,sans-serif"><br></span></div><div><ul><li><span style=3D"color:rgb=
(34,34,34);font-family:arial,sans-serif"><b><u>YOUR RECEIPT NEEDS TO BE ITE=
MIZED</u></b>. Make sure it is. If it isn't you usually can't go ba=
ck to the vendor and ask for one. Remember to get one when you make your pu=
rchase.</span></li>
</ul></div><div><span style=3D"color:rgb(34,34,34);font-size:13px;font-fami=
ly:arial,sans-serif"><br></span></div><div><ul><li><span style=3D"color:rgb=
(34,34,34);font-size:13px;font-family:arial,sans-serif">I will be keeping t=
rack of what you're spending your money on. If it isn't part of the=
budget that has been approved, you're going to have a bad time. By thi=
s I mean that you will not be reimbursed.</span></li>
</ul><div><font color=3D"#222222" face=3D"arial, sans-serif"><br></font></d=
iv><div><font color=3D"#222222" face=3D"arial, sans-serif"><br></font></div=
></div><div><div style=3D"font-size:13px;color:rgb(34,34,34);font-family:ar=
ial,sans-serif">
<b><span style=3D"background-color:rgb(255,255,204)">Reimbursement</span>=
=A0Procedure:</b></div><div style=3D"font-size:13px;color:rgb(34,34,34);fon=
t-family:arial,sans-serif">1.=A0Go to=A0<a href=3D"http://web.mit.edu/sapwe=
b/PS1/index.shtml" target=3D"_blank" style=3D"color:rgb(17,85,204)">http://=
web.mit.edu/sapweb/PS1/index.shtml</a>, and select "RFP=A0<span style=
=3D"background-color:rgb(255,255,204)">Reimbursement</span>" under the=
Purchasing tab.</div>
<div style=3D"font-size:13px;color:rgb(34,34,34);font-family:arial,sans-ser=
if">2. Enter the name of the payee and select appropriately from the drop d=
own list.</div><div style=3D"font-size:13px;color:rgb(34,34,34);font-family=
:arial,sans-serif">
3. Name the RFP something helpful and to the point, so I know what it's=
for.</div><div style=3D"font-size:13px;color:rgb(34,34,34);font-family:ari=
al,sans-serif">4. Enter your receipts in the "Line Item" section.=
Only enter one receipt per line item, but please attach as many receipts a=
s you like, as long as they are all for the same event.=A0</div>
<div style=3D"font-size:13px;color:rgb(34,34,34);font-family:arial,sans-ser=
if">5. When entering the receipts, select an appropriate G/L number by clic=
king on the box and selecting from the drop down menu. Most times you will =
be choosing Meeting Food, so be prepared to provide the following detailed =
information:</div>
<div style=3D"font-size:13px;font-family:arial,sans-serif"><ul><li><span st=
yle=3D"font-family:Arial,Helvetica,sans-serif">Agenda/Topic of Discussion:<=
/span></li><li><span style=3D"font-family:Arial,Helvetica,sans-serif">Locat=
ion of Meeting:</span></li>
<li><span style=3D"font-family:Arial,Helvetica,sans-serif">Number of MIT St=
udents:</span></li><li><span style=3D"font-family:Arial,Helvetica,sans-seri=
f">Number of MIT Employees:</span></li><li><span style=3D"font-family:Arial=
,Helvetica,sans-serif">Number of Other Attendees:</span></li>
</ul></div><div style=3D"font-size:13px;color:rgb(34,34,34);font-family:ari=
al,sans-serif"><font face=3D"Arial, Helvetica, sans-serif">6.=A0<b><u>You w=
ill have to attach scans of all your receipts to the RFP</u></b>. Scanners =
are readily available in the SAO if you don't know where to find anothe=
r one.</font></div>
<div style=3D"font-size:13px;color:rgb(34,34,34);font-family:arial,sans-ser=
if"><font face=3D"Arial, Helvetica, sans-serif">7. Once completed, click &q=
uot;Save and Continue." You will be prompted to send it on to someone =
which is obviously me, George Bailey (ghbailey).</font></div>
<div style=3D"font-size:13px;color:rgb(34,34,34);font-family:arial,sans-ser=
if"><font face=3D"Arial, Helvetica, sans-serif">8. After sending me the RFP=
, turn in all your original receipts to my mailbox in the UA office.=A0<b><=
u>Please attach the RFP confirmation page (print out the page that appears =
right after you send it to me).</u>=A0</b>This is quite possibly the most i=
mportant step because I am more likely to check my mailbox in the office be=
fore the RFP inbox online. This means that if you don't do this part, I=
probably won't know that you've sent me an RFP for a long time. It=
's silly for me to work this way. I know, but it's just the way I d=
o things.=A0</font></div>
<div style=3D"font-size:13px;color:rgb(34,34,34);font-family:arial,sans-ser=
if"><font face=3D"Arial, Helvetica, sans-serif"><br></font></div><div style=
=3D"font-size:13px;color:rgb(34,34,34);font-family:arial,sans-serif"><font =
face=3D"Arial, Helvetica, sans-serif"><br>
</font></div><div style=3D"font-size:13px;color:rgb(34,34,34);font-family:a=
rial,sans-serif"><font face=3D"Arial, Helvetica, sans-serif">That's pre=
tty much it, folks. If there is an urgency in reimbursement, feel free to s=
hoot me a direct email about the situation and I'll get to yours ASAP. =
My apologies for the long email.</font></div>
<div style=3D"font-size:13px;color:rgb(34,34,34);font-family:arial,sans-ser=
if"><font face=3D"Arial, Helvetica, sans-serif"><br></font></div><div style=
=3D"font-size:13px;color:rgb(34,34,34);font-family:arial,sans-serif"><font =
face=3D"Arial, Helvetica, sans-serif">Cheers,</font></div>
<div style=3D"font-size:13px;color:rgb(34,34,34);font-family:arial,sans-ser=
if"><font face=3D"Arial, Helvetica, sans-serif">George Bailey</font></div><=
/div><div><font face=3D"Arial, Helvetica, sans-serif"><br></font></div>
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