[1659] in UA Exec
UA Exec Expenses / Reimbursements
daemon@ATHENA.MIT.EDU (Cory Hernandez)
Sun Sep 8 20:43:55 2013
From: Cory Hernandez <cdh2014@MIT.EDU>
Date: Sun, 8 Sep 2013 20:43:08 -0400
To: "ua-exec@mit.edu" <ua-exec@mit.edu>
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Hey all,
This email is probably going to be long, but it's worth the read if you
want to get reimbursed.
There are 3 things you need to do by tomorrow night, in this order:
(1) Fill out this startup form (https://asa.mit.edu/groups/startup/) to get
your committee a database entry within the ASA's database. You will not be
considered an ASA group so you won't have to follow its policies. This is
just useful for other reasons.
How to fill it out:
Name: "UA [Full Committee Name]"
President: You as a chair
Treasurer: If your committee has one, put them. If not, put me (cdh2014).
Activity category: "Government"
Group Class: "Sponsored"
Officers' email list: your chair email list
Group email list: your committee
[Uncheck everything]
Athena locker: If your committee has one, put it. If not, put "ua".
Constitution url: If your committee has bylaws or policies, put that link.
If not, put "http://ua.mit.edu".
Click submit.
(2) The ASA will approve it and your committee will have its own page. I'm
going to add you (the chair) and me as the financial signatories. I will
add your committee account number to the database in the appropriate field.
You can add other people as financial signatories, especially if you have a
treasurer.
(3) I will email each committee individually to tell you how to get access
to your account.
After these 3 things are done, and after Council has approved your budget,
I'll transfer over the funds from the UA Umbrella Account to your
committee's account.
(4) When you make an expense, you need to do 3 things to get reimbursed:
(4a) Fill out this online form (http://ua.mit.edu/exec/submit-expense/).
You can track your expenses here (http://ua.mit.edu/exec/expense-report/).
I will approve this expense when you've done the next two things. If you
don't have access, email Stephanie (ua-tsg-chairs@mit.edu).
(4b) Make an electronic RFP on sapweb (
http://studentlife.mit.edu/sites/default/files/RFP%20-%20Reimbursement_1.pdf)
and
send it to me. Your cost object will be your committee's account number.
Send the RFP to me.
(4c) Print off the RFP and staple it to your receipts. Drop it off in my
mailbox in the ua office. I will not process your electronic RFP without
the physical paperwork.
You can expect to be reimbursed in a few days. It'll depend on how many
RFPs I have to go through. Feel free to email me if you need something
processed faster than I'm going through them.
If you do something incorrectly, I'll likely just send your RFP back to
you, maybe with an explanation if I have time. Otherwise, keep this email
handy for the instructions herein.
Let me know if you have questions.
-Cory Hernandez
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<div dir=3D"ltr">Hey all,<div><br></div><div>This email is probably going t=
o be long, but it's worth the read if you want to get reimbursed.</div>=
<div><br></div><div>There are 3 things you need to do by tomorrow night, in=
this order:</div>
<div><br></div><div>(1) Fill out this startup form (<a href=3D"https://asa.=
mit.edu/groups/startup/">https://asa.mit.edu/groups/startup/</a>)=A0to get =
your committee a database entry within the ASA's database. You will not=
be considered an ASA group so you won't have to follow its policies. T=
his is just useful for other reasons.</div>
<div><br></div><div>How to fill it out:</div><div>Name: "UA [Full Comm=
ittee Name]"</div><div>President: You as a chair</div><div>Treasurer: =
If your committee has one, put them. If not, put me (cdh2014).</div><div>
Activity category: "Government"</div><div>Group Class: "Spon=
sored"</div><div>Officers' email list: your chair email list</div>=
<div>Group email list: your committee</div><div>[Uncheck everything]</div>
<div>Athena locker: If your committee has one, put it. If not, put "ua=
".</div><div>Constitution url: If your committee has bylaws or policie=
s, put that link. If not, put "<a href=3D"http://ua.mit.edu">http://ua=
.mit.edu</a>".</div>
<div>Click submit.</div><div><br>(2) The ASA will approve it and your commi=
ttee will have its own page. I'm going to add you (the chair) and me as=
the financial signatories. I will add your committee account number to the=
database in the appropriate field. You can add other people as financial s=
ignatories, especially if you have a treasurer.</div>
<div><br></div><div>(3) I will email each committee individually to tell yo=
u how to get access to your account.</div><div><br></div><div>After these 3=
things are done, and after Council has approved your budget, I'll tran=
sfer over the funds from the UA Umbrella Account to your committee's ac=
count.</div>
<div><br></div><div>(4) When you make an expense, you need to do 3 things t=
o get reimbursed:<br><br></div><div>(4a) Fill out this online form (<a href=
=3D"http://ua.mit.edu/exec/submit-expense/">http://ua.mit.edu/exec/submit-e=
xpense/</a>). You can track your expenses here (<a href=3D"http://ua.mit.ed=
u/exec/expense-report/">http://ua.mit.edu/exec/expense-report/</a>). I will=
approve this expense when you've done the next two things. If you don&=
#39;t have access, email Stephanie (<a href=3D"mailto:ua-tsg-chairs@mit.edu=
">ua-tsg-chairs@mit.edu</a>).</div>
<div><br></div><div>(4b) Make an electronic RFP on sapweb (<a href=3D"http:=
//studentlife.mit.edu/sites/default/files/RFP%20-%20Reimbursement_1.pdf">ht=
tp://studentlife.mit.edu/sites/default/files/RFP%20-%20Reimbursement_1.pdf<=
/a>)=A0and send it to me. Your cost object will be your committee's acc=
ount number. Send the RFP to me.</div>
<div><br></div><div>(4c) Print off the RFP and staple it to your receipts. =
Drop it off in my mailbox in the ua office. I will not process your electro=
nic RFP without the physical paperwork.</div><div><br></div><div>You can ex=
pect to be reimbursed in a few days. It'll depend on how many RFPs I ha=
ve to go through. Feel free to email me if you need something processed fas=
ter than I'm going through them.</div>
<div><br>If you do something incorrectly, I'll likely just send your RF=
P back to you, maybe with an explanation if I have time. Otherwise, keep th=
is email handy for the instructions herein.</div><div><br></div><div>Let me=
know if you have questions.</div>
<div><br></div><div>-Cory Hernandez</div><div><br></div></div>
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