[759] in UA Exec
Re: [UA Senate and Exec] New Procedure for Reimbursements
daemon@ATHENA.MIT.EDU (Anika Gupta (UA Treasurer))
Wed Feb 9 23:44:54 2011
In-Reply-To: <AANLkTim3e5vzcR_M6GGek5dZSvAD=ST8xmgi8J8Sqsr+@mail.gmail.com>
From: "Anika Gupta (UA Treasurer)" <ua-treasurer@MIT.EDU>
Date: Wed, 9 Feb 2011 23:44:25 -0500
To: ua-exec@mit.edu, ua-senate@mit.edu
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Hi everyone,
Some extra notes about reimbursements on the new system:
You can now check the *status of your reimbursement* by following these
instructions:
1) Go to http://web.mit.edu/sapweb/PS1/procurement_home.shtml.
2) Click on =93Find RFPs.=94
3) Searching by RFP Number will usually offer the best results. If you
didn=92t keep the number, you can also search by account number (cost objec=
t)
or name.
4) Click Search.
5) You can see where it is located and how the check will come to you (ie
by mail, pickup, or direct deposit).
A note about your inbox: If you find yourself in your =93RFP inbox=94 and t=
here
are little envelope symbols next to an RFP number link, make sure not to
click on the RFP numbers otherwise your sent RFP will be sent back to you
without ever reaching SAO.
If you have access, you can also see a *transaction record and cumulative
account balance* of the spending of your committee=92s account using your
seven digit cost object (account number).
1) Go to http://web.mit.edu/sapweb/PS1/reporting_home.shtml.
2) To see a transaction record over a period of time:
a. Click =93Transaction Report=94
b. Enter the Cost Object and change the start month and year.
c. Click =93Run Report.=94
3) To see the cumulative account balance (ie the amount of money in the
account):
a. Click =93Cumulative Account Balance Report=94
b. Enter the Cost Object
c. Click =93Run Report=94
If you don=92t know your seven-digit account number, please let me know.
Thanks again!
Anika
On Tue, Feb 8, 2011 at 9:30 PM, Anika Gupta (UA Treasurer) <
ua-treasurer@mit.edu> wrote:
> *This information is relevant to everyone who will ever need to request a
> reimbursement this spring*. Reimbursements must now be submitted online
> through the following procedure. Note that you will need a scanned copy o=
f
> all receipts in order to get reimbursed:
>
>
>
> 1) Go to http://web.mit.edu/sapweb/PS1/procurement_home.shtml
>
> 2) Click "Reimbursement".
>
> 3) Enter the name of the person being reimbursed and continue.
>
> 4) Under =93Name this RFP=94 enter the seven-digit account number (if k=
nown)
> and the name of the account (Ex: Senate funds, SCEP, etc) associated with
> this expense.
>
> 5) In the line items section, enter the date of service and the amount
> you=92re being reimbursed for. If you know the account number, enter that
> under =93Cost Object.=94 Click on G/L Account and choose the appropriate =
option.
> Fill in the Explanation of the expense.
>
> 6) Click =93Save and Continue.=94
>
> 7) Attach scanned copies of receipts. Note you MUST have both an
> itemized receipt and a proof of payment in order to get reimbursed. Scann=
ers
> are available in the UA Office and the SAO Office.
>
> 8) Click the =93Send to=94 button at the bottom and send your completed=
RFP
> form to Anika Gupta.
>
> 9) Write the RFP number that is generated and your name on the top of
> the receipt and put them in the UA mailbox.
>
>
>
> Please keep this information handy for future reference and feel free to
> ask me any questions.
>
>
>
> I also have office hours every Wednesday from 5:00 to 6:00 PM starting
> tomorrow. Thanks so much and I look forward to working with all of you th=
is
> spring.
>
>
>
> Anika
>
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<p class=3D"MsoNormal"><font size=3D"2">Hi everyone,</font></p>
<p class=3D"MsoNormal"><font size=3D"2">=A0</font></p>
<p class=3D"MsoNormal"><font size=3D"2">Some extra notes about reimbursemen=
ts on the new system:</font></p>
<p class=3D"MsoNormal"><font size=3D"2">=A0</font></p>
<p class=3D"MsoNormal"><font size=3D"2">You can now check the <b>status
of your reimbursement</b> by following these instructions:</font></p>
<p class=3D"MsoListParagraphCxSpFirst" style=3D"text-indent: -0.25in;"><fon=
t size=3D"2"><span><span>1)<span style=3D"font-family: "Times New Roma=
n"; font-style: normal; font-variant: normal; font-weight: normal; lin=
e-height: normal; font-size-adjust: none; font-stretch: normal;">=A0=A0
</span></span></span>Go to <a href=3D"http://web.mit.edu/sapweb/PS1/procure=
ment_home.shtml">http://web.mit.edu/sapweb/PS1/procurement_home.shtml</a>.<=
/font></p>
<p class=3D"MsoListParagraphCxSpMiddle" style=3D"text-indent: -0.25in;"><fo=
nt size=3D"2"><span><span>2)<span style=3D"font-family: "Times New Rom=
an"; font-style: normal; font-variant: normal; font-weight: normal; li=
ne-height: normal; font-size-adjust: none; font-stretch: normal;">=A0=A0
</span></span></span>Click on =93Find RFPs.=94</font></p>
<p class=3D"MsoListParagraphCxSpMiddle" style=3D"text-indent: -0.25in;"><fo=
nt size=3D"2"><span><span>3)<span style=3D"font-family: "Times New Rom=
an"; font-style: normal; font-variant: normal; font-weight: normal; li=
ne-height: normal; font-size-adjust: none; font-stretch: normal;">=A0=A0
</span></span></span>Searching by RFP Number will usually offer the
best results. If you didn=92t keep the number, you can also search by accou=
nt
number (cost object) or name. </font></p>
<p class=3D"MsoListParagraphCxSpMiddle" style=3D"text-indent: -0.25in;"><fo=
nt size=3D"2"><span><span>4)<span style=3D"font-family: "Times New Rom=
an"; font-style: normal; font-variant: normal; font-weight: normal; li=
ne-height: normal; font-size-adjust: none; font-stretch: normal;">=A0=A0
</span></span></span>Click Search.</font></p>
<p class=3D"MsoListParagraphCxSpLast" style=3D"text-indent: -0.25in;"><font=
size=3D"2"><span><span>5)<span style=3D"font-family: "Times New Roman=
"; font-style: normal; font-variant: normal; font-weight: normal; line=
-height: normal; font-size-adjust: none; font-stretch: normal;">=A0=A0
</span></span></span>You can see where it is located and how the
check will come to you (ie by mail, pickup, or direct deposit). </font></p>
<p class=3D"MsoNormal"><font size=3D"2">=A0</font></p>
<p class=3D"MsoNormal"><font size=3D"2">A note about your inbox: If you fin=
d yourself in your =93RFP
inbox=94 and there are little envelope symbols next to an RFP number link, =
make
sure not to click on the RFP numbers otherwise your sent RFP will be sent b=
ack
to you without ever reaching SAO. </font></p>
<p class=3D"MsoNormal"><font size=3D"2">=A0</font></p>
<p class=3D"MsoNormal"><font size=3D"2">If you have access, you can also se=
e a <b>transaction record and cumulative account balance</b> of the spendin=
g
of your committee=92s account using your seven digit cost object (account
number).</font></p>
<p class=3D"MsoListParagraphCxSpFirst" style=3D"text-indent: -0.25in;"><fon=
t size=3D"2"><span><span>1)<span style=3D"font-family: "Times New Roma=
n"; font-style: normal; font-variant: normal; font-weight: normal; lin=
e-height: normal; font-size-adjust: none; font-stretch: normal;">=A0=A0
</span></span></span>Go to <a href=3D"http://web.mit.edu/sapweb/PS1/reporti=
ng_home.shtml">http://web.mit.edu/sapweb/PS1/reporting_home.shtml</a>.
</font></p>
<p class=3D"MsoListParagraphCxSpMiddle" style=3D"text-indent: -0.25in;"><fo=
nt size=3D"2"><span><span>2)<span style=3D"font-family: "Times New Rom=
an"; font-style: normal; font-variant: normal; font-weight: normal; li=
ne-height: normal; font-size-adjust: none; font-stretch: normal;">=A0=A0
</span></span></span>To see a transaction record over a period of
time:</font></p>
<p class=3D"MsoListParagraphCxSpMiddle" style=3D"margin-left: 1in; text-ind=
ent: -0.25in;"><font size=3D"2"><span><span>a.<span style=3D"font-family: &=
quot;Times New Roman"; font-style: normal; font-variant: normal; font-=
weight: normal; line-height: normal; font-size-adjust: none; font-stretch: =
normal;">=A0=A0=A0=A0
</span></span></span>Click =93Transaction Report=94</font></p>
<p class=3D"MsoListParagraphCxSpMiddle" style=3D"margin-left: 1in; text-ind=
ent: -0.25in;"><font size=3D"2"><span><span>b.<span style=3D"font-family: &=
quot;Times New Roman"; font-style: normal; font-variant: normal; font-=
weight: normal; line-height: normal; font-size-adjust: none; font-stretch: =
normal;">=A0=A0=A0=A0
</span></span></span>Enter the Cost Object and change the start month
and year.</font></p>
<p class=3D"MsoListParagraphCxSpMiddle" style=3D"margin-left: 1in; text-ind=
ent: -0.25in;"><font size=3D"2"><span><span>c.<span style=3D"font-family: &=
quot;Times New Roman"; font-style: normal; font-variant: normal; font-=
weight: normal; line-height: normal; font-size-adjust: none; font-stretch: =
normal;">=A0=A0=A0=A0=A0
</span></span></span>Click =93Run Report.=94</font></p>
<p class=3D"MsoListParagraphCxSpMiddle" style=3D"text-indent: -0.25in;"><fo=
nt size=3D"2"><span><span>3)<span style=3D"font-family: "Times New Rom=
an"; font-style: normal; font-variant: normal; font-weight: normal; li=
ne-height: normal; font-size-adjust: none; font-stretch: normal;">=A0=A0
</span></span></span>To see the cumulative account balance (ie the
amount of money in the account):</font></p>
<p class=3D"MsoListParagraphCxSpMiddle" style=3D"margin-left: 1in; text-ind=
ent: -0.25in;"><font size=3D"2"><span><span>a.<span style=3D"font-family: &=
quot;Times New Roman"; font-style: normal; font-variant: normal; font-=
weight: normal; line-height: normal; font-size-adjust: none; font-stretch: =
normal;">=A0=A0=A0=A0
</span></span></span>Click =93Cumulative Account Balance Report=94</font></=
p>
<p class=3D"MsoListParagraphCxSpMiddle" style=3D"margin-left: 1in; text-ind=
ent: -0.25in;"><font size=3D"2"><span><span>b.<span style=3D"font-family: &=
quot;Times New Roman"; font-style: normal; font-variant: normal; font-=
weight: normal; line-height: normal; font-size-adjust: none; font-stretch: =
normal;">=A0=A0=A0=A0
</span></span></span>Enter the Cost Object</font></p>
<p class=3D"MsoListParagraphCxSpLast" style=3D"margin-left: 1in; text-inden=
t: -0.25in;"><font size=3D"2"><span><span>c.<span style=3D"font-family: &qu=
ot;Times New Roman"; font-style: normal; font-variant: normal; font-we=
ight: normal; line-height: normal; font-size-adjust: none; font-stretch: no=
rmal;">=A0=A0=A0=A0=A0
</span></span></span>Click =93Run Report=94</font></p>
<p class=3D"MsoNormal"><font size=3D"2">=A0</font></p>
<p class=3D"MsoNormal"><font size=3D"2">If you don=92t know your seven-digi=
t account number, please
let me know.</font></p>
<p class=3D"MsoNormal"><font size=3D"2">=A0</font></p>
<p class=3D"MsoNormal"><font size=3D"2">Thanks again!</font></p>
<p class=3D"MsoNormal"><font size=3D"2">=A0</font></p>
<p class=3D"MsoNormal"><font size=3D"2">Anika</font></p>
<font size=3D"2"><br><br></font><div class=3D"gmail_quote"><font size=3D"2"=
>On Tue, Feb 8, 2011 at 9:30 PM, Anika Gupta (UA Treasurer) <span dir=3D"lt=
r"><<a href=3D"mailto:ua-treasurer@mit.edu">ua-treasurer@mit.edu</a>>=
</span> wrote:<br>
</font><blockquote class=3D"gmail_quote" style=3D"margin: 0pt 0pt 0pt 0.8ex=
; border-left: 1px solid rgb(204, 204, 204); padding-left: 1ex;">
<p class=3D"MsoNormal"><font size=3D"2"><b>This information is relevant to =
everyone who will ever need
to request a reimbursement this spring</b>. Reimbursements must now be subm=
itted
online through the following procedure. Note that you will need a scanned c=
opy
of all receipts in order to get reimbursed:</font></p>
<p class=3D"MsoNormal"><font size=3D"2">=A0</font></p>
<p><font size=3D"2"><span><span>1)<span style=3D"font-family: "Times N=
ew Roman"; font-style: normal; font-variant: normal; font-weight: norm=
al; line-height: normal; font-size-adjust: none; font-stretch: normal;">=A0=
=A0
</span></span></span>Go to <a href=3D"http://web.mit.edu/sapweb/PS1/procure=
ment_home.shtml" target=3D"_blank">http://web.mit.edu/sapweb/PS1/procuremen=
t_home.shtml
</a></font></p>
<p><font size=3D"2"><span><span>2)<span style=3D"font-family: "Times N=
ew Roman"; font-style: normal; font-variant: normal; font-weight: norm=
al; line-height: normal; font-size-adjust: none; font-stretch: normal;">=A0=
=A0
</span></span></span>Click "Reimbursement". </font></p>
<p><font size=3D"2"><span><span>3)<span style=3D"font-family: "Times N=
ew Roman"; font-style: normal; font-variant: normal; font-weight: norm=
al; line-height: normal; font-size-adjust: none; font-stretch: normal;">=A0=
=A0
</span></span></span>Enter the name of the person being reimbursed
and continue.</font></p>
<p><font size=3D"2"><span><span>4)<span style=3D"font-family: "Times N=
ew Roman"; font-style: normal; font-variant: normal; font-weight: norm=
al; line-height: normal; font-size-adjust: none; font-stretch: normal;">=A0=
=A0
</span></span></span>Under =93Name this RFP=94 enter the seven-digit
account number (if known) and the name of the account (Ex: Senate funds, SC=
EP,
etc) associated with this expense.</font></p>
<p><font size=3D"2"><span><span>5)<span style=3D"font-family: "Times N=
ew Roman"; font-style: normal; font-variant: normal; font-weight: norm=
al; line-height: normal; font-size-adjust: none; font-stretch: normal;">=A0=
=A0
</span></span></span>In the line items section, enter the date of
service and the amount you=92re being reimbursed for. If you know the accou=
nt
number, enter that under =93Cost Object.=94 Click on G/L Account and choose=
the
appropriate option. Fill in the Explanation of the expense.</font></p>
<p><font size=3D"2"><span><span>6)<span style=3D"font-family: "Times N=
ew Roman"; font-style: normal; font-variant: normal; font-weight: norm=
al; line-height: normal; font-size-adjust: none; font-stretch: normal;">=A0=
=A0
</span></span></span>Click =93Save and Continue.=94</font></p>
<p><font size=3D"2"><span><span>7)<span style=3D"font-family: "Times N=
ew Roman"; font-style: normal; font-variant: normal; font-weight: norm=
al; line-height: normal; font-size-adjust: none; font-stretch: normal;">=A0=
=A0
</span></span></span>Attach scanned copies of receipts. Note you MUST
have both an itemized receipt and a proof of payment in order to get
reimbursed. Scanners are available in the UA Office and the SAO Office.</fo=
nt></p>
<p><font size=3D"2"><span><span>8)<span style=3D"font-family: "Times N=
ew Roman"; font-style: normal; font-variant: normal; font-weight: norm=
al; line-height: normal; font-size-adjust: none; font-stretch: normal;">=A0=
=A0
</span></span></span>Click the =93Send to=94 button at the bottom and send
your completed RFP form to Anika Gupta.</font></p>
<p><font size=3D"2"><span><span>9)<span style=3D"font-family: "Times N=
ew Roman"; font-style: normal; font-variant: normal; font-weight: norm=
al; line-height: normal; font-size-adjust: none; font-stretch: normal;">=A0=
=A0
</span></span></span>Write the RFP number that is generated and your
name on the top of the receipt and put them in the UA mailbox.</font></p>
<p class=3D"MsoNormal"><font size=3D"2">=A0</font></p>
<p class=3D"MsoNormal"><font size=3D"2">Please keep this information handy =
for future reference and
feel free to ask me any questions.</font></p>
<p class=3D"MsoNormal"><font size=3D"2">=A0</font></p>
<p class=3D"MsoNormal"><font size=3D"2">I also have office hours every Wedn=
esday from 5:00 to 6:00 PM
starting tomorrow. Thanks so much and I look forward to working with all of=
you
this spring.</font></p>
<p class=3D"MsoNormal"><font size=3D"2">=A0</font></p><font color=3D"#88888=
8" size=3D"2">
<p class=3D"MsoNormal">Anika</p>
</font></blockquote></div><font size=3D"2"><br></font>
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