[1062] in UA Senate
[UA Senate and Exec] New Procedure for Reimbursements
daemon@ATHENA.MIT.EDU (Anika Gupta (UA Treasurer))
Tue Feb 8 21:31:22 2011
From: "Anika Gupta (UA Treasurer)" <ua-treasurer@MIT.EDU>
Date: Tue, 8 Feb 2011 21:30:58 -0500
To: ua-exec@mit.edu, ua-senate@mit.edu
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*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 of
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 kno=
wn)
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 op=
tion.
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. Scanners are
available in the UA Office and the SAO Office.
8) Click the =93Send to=94 button at the bottom and send your completed R=
FP
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 as=
k
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 this
spring.
Anika
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<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 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 "Reimbursement". </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>Enter the name of the person being reimbursed
and continue.</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>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 class=3D"MsoListParagraphCxSpMiddle" style=3D"text-indent: -0.25in;"><fo=
nt size=3D"2"><span><span>5)<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>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 class=3D"MsoListParagraphCxSpMiddle" style=3D"text-indent: -0.25in;"><fo=
nt size=3D"2"><span><span>6)<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 =93Save and Continue.=94</font></p>
<p class=3D"MsoListParagraphCxSpMiddle" style=3D"text-indent: -0.25in;"><fo=
nt size=3D"2"><span><span>7)<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>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 class=3D"MsoListParagraphCxSpMiddle" style=3D"text-indent: -0.25in;"><fo=
nt size=3D"2"><span><span>8)<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 the =93Send to=94 button at the bottom and send
your completed RFP form to Anika Gupta.</font></p>
<p class=3D"MsoListParagraphCxSpLast" style=3D"text-indent: -0.25in;"><font=
size=3D"2"><span><span>9)<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>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>
<p class=3D"MsoNormal"><font size=3D"2">Anika</font></p>
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