[1067] in UA Senate
RE: [UA Senate and Exec] New Procedure for Reimbursements
daemon@ATHENA.MIT.EDU (Michael E Plasmeier)
Wed Feb 9 23:56:34 2011
From: Michael E Plasmeier <theplaz@MIT.EDU>
To: "Anika Gupta (UA Treasurer)" <ua-treasurer@mit.edu>,
"ua-exec@mit.edu"
<ua-exec@mit.edu>,
"ua-senate@mit.edu" <ua-senate@mit.edu>
Date: Wed, 9 Feb 2011 23:56:33 -0500
In-Reply-To: <AANLkTi=jam0LoaLrE8LF9=QFL9bP9kNrwfHwGMC1+x2Z@mail.gmail.com>
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Hi,
Just wanted to note that http://web.mit.edu/sapwebss/PS1/home.shtml works a=
s well. In addition, on this screen, under Money Matters, you can click "T=
rack my Reimbursements." It will take a minute (literally) to load, but yo=
u can see all your unpaid RFPs and the past 60 days of paid RFPs. It is sa=
fe to click on the RFPs on this screen.
You can also create an RFP on this page, but only for yourself.
This might be a more user friendly screen for individual members to submit =
RFPs for themselves.
Please take a minute to thank the wonderful UI designers of this system -P=
laz
PS. You are welcome to use the scanner in Baker House as well/ It is to th=
e left and around the corner before you enter the dining room.
From: anikagupta32@gmail.com [mailto:anikagupta32@gmail.com] On Behalf Of A=
nika Gupta (UA Treasurer)
Sent: Wednesday, February 09, 2011 11:44 PM
To: ua-exec@mit.edu; ua-senate@mit.edu
Subject: Re: [UA Senate and Exec] New Procedure for Reimbursements
Hi everyone,
Some extra notes about reimbursements on the new system:
You can now check the status of your reimbursement by following these instr=
uctions:
1) Go to http://web.mit.edu/sapweb/PS1/procurement_home.shtml.
2) Click on "Find RFPs."
3) Searching by RFP Number will usually offer the best results. If you di=
dn't keep the number, you can also search by account number (cost object) o=
r 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 "RFP inbox" and there=
are little envelope symbols next to an RFP number link, make sure not to c=
lick on the RFP numbers otherwise your sent RFP will be sent back to you wi=
thout ever reaching SAO.
If you have access, you can also see a transaction record and cumulative ac=
count balance of the spending of your committee's 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 "Transaction Report"
b. Enter the Cost Object and change the start month and year.
c. Click "Run Report."
3) To see the cumulative account balance (ie the amount of money in the a=
ccount):
a. Click "Cumulative Account Balance Report"
b. Enter the Cost Object
c. Click "Run Report"
If you don't 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@mi=
t.edu<mailto:ua-treasurer@mit.edu>> wrote:
This information is relevant to everyone who will ever need to request a re=
imbursement this spring. Reimbursements must now be submitted online throug=
h the following procedure. Note that you will need a scanned copy of all re=
ceipts 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 "Name this RFP" enter the seven-digit account number (if known) =
and the name of the account (Ex: Senate funds, SCEP, etc) associated with t=
his expense.
5) In the line items section, enter the date of service and the amount yo=
u're being reimbursed for. If you know the account number, enter that under=
"Cost Object." Click on G/L Account and choose the appropriate option. Fil=
l in the Explanation of the expense.
6) Click "Save and Continue."
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 av=
ailable in the UA Office and the SAO Office.
8) Click the "Send to" button at the bottom and send your completed RFP f=
orm 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 tomo=
rrow. Thanks so much and I look forward to working with all of you this spr=
ing.
Anika
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nk=3Dpurple><div class=3DWordSection1><p class=3DMsoNormal><span style=3D'f=
ont-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'>Hi,<o:p><=
/o:p></span></p><p class=3DMsoNormal><span style=3D'font-size:11.0pt;font-f=
amily:"Calibri","sans-serif";color:#1F497D'><o:p> </o:p></span></p><p =
class=3DMsoNormal><span style=3D'font-size:11.0pt;font-family:"Calibri","sa=
ns-serif";color:#1F497D'>Just wanted to note that <a href=3D"http://web.mit=
.edu/sapwebss/PS1/home.shtml">http://web.mit.edu/sapwebss/PS1/home.shtml</a=
> works as well. In addition, on this screen, under Money Matters, yo=
u can click “Track my Reimbursements.” It will take a min=
ute (literally) to load, but you can see all your unpaid RFPs and the past =
60 days of paid RFPs. It is safe to click on the RFPs on this screen.=
<o:p></o:p></span></p><p class=3DMsoNormal><span style=3D'font-size:11.0pt;=
font-family:"Calibri","sans-serif";color:#1F497D'><o:p> </o:p></span><=
/p><p class=3DMsoNormal><span style=3D'font-size:11.0pt;font-family:"Calibr=
i","sans-serif";color:#1F497D'>You can also create an RFP on this page, but=
only for yourself.<o:p></o:p></span></p><p class=3DMsoNormal><span style=
=3D'font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'><o:p=
> </o:p></span></p><p class=3DMsoNormal><span style=3D'font-size:11.0p=
t;font-family:"Calibri","sans-serif";color:#1F497D'>This might be a more us=
er friendly screen for individual members to submit RFPs for themselves.<o:=
p></o:p></span></p><p class=3DMsoNormal><span style=3D'font-size:11.0pt;fon=
t-family:"Calibri","sans-serif";color:#1F497D'><o:p> </o:p></span></p>=
<p class=3DMsoNormal><span style=3D'font-size:11.0pt;font-family:"Calibri",=
"sans-serif";color:#1F497D'>Please take a minute to thank the wonderful UI =
designers of this system -Plaz<o:p></o:p></span></p><p class=3DMsoNor=
mal><span style=3D'font-size:11.0pt;font-family:"Calibri","sans-serif";colo=
r:#1F497D'><o:p> </o:p></span></p><p class=3DMsoNormal><span style=3D'=
font-size:11.0pt;font-family:"Calibri","sans-serif";color:#1F497D'>PS. You =
are welcome to use the scanner in Baker House as well/ It is to the l=
eft and around the corner before you enter the dining room.<o:p></o:p></spa=
n></p><p class=3DMsoNormal><span style=3D'font-size:11.0pt;font-family:"Cal=
ibri","sans-serif";color:#1F497D'><o:p> </o:p></span></p><p class=3DMs=
oNormal><b><span style=3D'font-size:10.0pt;font-family:"Tahoma","sans-serif=
"'>From:</span></b><span style=3D'font-size:10.0pt;font-family:"Tahoma","sa=
ns-serif"'> anikagupta32@gmail.com [mailto:anikagupta32@gmail.com] <b>On Be=
half Of </b>Anika Gupta (UA Treasurer)<br><b>Sent:</b> Wednesday, February =
09, 2011 11:44 PM<br><b>To:</b> ua-exec@mit.edu; ua-senate@mit.edu<br><b>Su=
bject:</b> Re: [UA Senate and Exec] New Procedure for Reimbursements<o:p></=
o:p></span></p><p class=3DMsoNormal><o:p> </o:p></p><p class=3DMsoNorm=
al><span style=3D'font-size:10.0pt'>Hi everyone,</span><o:p></o:p></p><p cl=
ass=3DMsoNormal><span style=3D'font-size:10.0pt'> </span><o:p></o:p></=
p><p class=3DMsoNormal><span style=3D'font-size:10.0pt'>Some extra notes ab=
out reimbursements on the new system:</span><o:p></o:p></p><p class=3DMsoNo=
rmal><span style=3D'font-size:10.0pt'> </span><o:p></o:p></p><p class=
=3DMsoNormal><span style=3D'font-size:10.0pt'>You can now check the <b>stat=
us of your reimbursement</b> by following these instructions:</span><o:p></=
o:p></p><p class=3DMsoListParagraph style=3D'text-indent:-.25in'><span styl=
e=3D'font-size:10.0pt'>1) Go to <a href=3D"http://web.mit.edu/s=
apweb/PS1/procurement_home.shtml">http://web.mit.edu/sapweb/PS1/procurement=
_home.shtml</a>.</span><o:p></o:p></p><p class=3DMsoListParagraph style=3D'=
text-indent:-.25in'><span style=3D'font-size:10.0pt'>2) Click o=
n “Find RFPs.”</span><o:p></o:p></p><p class=3DMsoListParagraph=
style=3D'text-indent:-.25in'><span style=3D'font-size:10.0pt'>3) &nbs=
p; Searching by RFP Number will usually offer the best results. If you didn=
’t keep the number, you can also search by account number (cost objec=
t) or name. </span><o:p></o:p></p><p class=3DMsoListParagraph style=3D'text=
-indent:-.25in'><span style=3D'font-size:10.0pt'>4) Click Searc=
h.</span><o:p></o:p></p><p class=3DMsoListParagraph style=3D'text-indent:-.=
25in'><span style=3D'font-size:10.0pt'>5) You can see where it =
is located and how the check will come to you (ie by mail, pickup, or direc=
t deposit). </span><o:p></o:p></p><p class=3DMsoNormal><span style=3D'font-=
size:10.0pt'> </span><o:p></o:p></p><p class=3DMsoNormal><span style=
=3D'font-size:10.0pt'>A note about your inbox: If you find yourself in your=
“RFP inbox” and there are little envelope symbols next to an R=
FP number link, make sure not to click on the RFP numbers otherwise your se=
nt RFP will be sent back to you without ever reaching SAO. </span><o:p></o:=
p></p><p class=3DMsoNormal><span style=3D'font-size:10.0pt'> </span><o=
:p></o:p></p><p class=3DMsoNormal><span style=3D'font-size:10.0pt'>If you h=
ave access, you can also see a <b>transaction record and cumulative account=
balance</b> of the spending of your committee’s account using your s=
even digit cost object (account number).</span><o:p></o:p></p><p class=3DMs=
oListParagraph style=3D'text-indent:-.25in'><span style=3D'font-size:10.0pt=
'>1) Go to <a href=3D"http://web.mit.edu/sapweb/PS1/reporting_h=
ome.shtml">http://web.mit.edu/sapweb/PS1/reporting_home.shtml</a>. </span><=
o:p></o:p></p><p class=3DMsoListParagraph style=3D'text-indent:-.25in'><spa=
n style=3D'font-size:10.0pt'>2) To see a transaction record ove=
r a period of time:</span><o:p></o:p></p><p class=3DMsoListParagraph style=
=3D'margin-left:1.0in;text-indent:-.25in'><span style=3D'font-size:10.0pt'>=
a. Click “Transaction Report”</span><o:=
p></o:p></p><p class=3DMsoListParagraph style=3D'margin-left:1.0in;text-ind=
ent:-.25in'><span style=3D'font-size:10.0pt'>b. Ent=
er the Cost Object and change the start month and year.</span><o:p></o:p></=
p><p class=3DMsoListParagraph style=3D'margin-left:1.0in;text-indent:-.25in=
'><span style=3D'font-size:10.0pt'>c. Click &=
#8220;Run Report.”</span><o:p></o:p></p><p class=3DMsoListParagraph s=
tyle=3D'text-indent:-.25in'><span style=3D'font-size:10.0pt'>3) =
To see the cumulative account balance (ie the amount of money in the accou=
nt):</span><o:p></o:p></p><p class=3DMsoListParagraph style=3D'margin-left:=
1.0in;text-indent:-.25in'><span style=3D'font-size:10.0pt'>a. &n=
bsp; Click “Cumulative Account Balance Report”</span><o:p=
></o:p></p><p class=3DMsoListParagraph style=3D'margin-left:1.0in;text-inde=
nt:-.25in'><span style=3D'font-size:10.0pt'>b. Ente=
r the Cost Object</span><o:p></o:p></p><p class=3DMsoListParagraph style=3D=
'margin-left:1.0in;text-indent:-.25in'><span style=3D'font-size:10.0pt'>c.&=
nbsp; Click “Run Report”</span><o:p></o=
:p></p><p class=3DMsoNormal><span style=3D'font-size:10.0pt'> </span><=
o:p></o:p></p><p class=3DMsoNormal><span style=3D'font-size:10.0pt'>If you =
don’t know your seven-digit account number, please let me know.</span=
><o:p></o:p></p><p class=3DMsoNormal><span style=3D'font-size:10.0pt'> =
;</span><o:p></o:p></p><p class=3DMsoNormal><span style=3D'font-size:10.0pt=
'>Thanks again!</span><o:p></o:p></p><p class=3DMsoNormal><span style=3D'fo=
nt-size:10.0pt'> </span><o:p></o:p></p><p class=3DMsoNormal><span styl=
e=3D'font-size:10.0pt'>Anika</span><o:p></o:p></p><p class=3DMsoNormal styl=
e=3D'margin-bottom:12.0pt'><o:p> </o:p></p><div><p class=3DMsoNormal><=
span style=3D'font-size:10.0pt'>On Tue, Feb 8, 2011 at 9:30 PM, Anika Gupta=
(UA Treasurer) <<a href=3D"mailto:ua-treasurer@mit.edu">ua-treasurer@mi=
t.edu</a>> wrote:</span><o:p></o:p></p><p class=3DMsoNormal><b><span sty=
le=3D'font-size:10.0pt'>This information is relevant to everyone who will e=
ver need to request a reimbursement this spring</span></b><span style=3D'fo=
nt-size:10.0pt'>. Reimbursements must now be submitted online through the f=
ollowing procedure. Note that you will need a scanned copy of all receipts =
in order to get reimbursed:</span><o:p></o:p></p><p class=3DMsoNormal><span=
style=3D'font-size:10.0pt'> </span><o:p></o:p></p><p><span style=3D'f=
ont-size:10.0pt'>1) Go to <a href=3D"http://web.mit.edu/sapweb/=
PS1/procurement_home.shtml" target=3D"_blank">http://web.mit.edu/sapweb/PS1=
/procurement_home.shtml </a></span><o:p></o:p></p><p><span style=3D'font-si=
ze:10.0pt'>2) Click "Reimbursement". </span><o:p></o:=
p></p><p><span style=3D'font-size:10.0pt'>3) Enter the name of =
the person being reimbursed and continue.</span><o:p></o:p></p><p><span sty=
le=3D'font-size:10.0pt'>4) Under “Name this RFP” en=
ter the seven-digit account number (if known) and the name of the account (=
Ex: Senate funds, SCEP, etc) associated with this expense.</span><o:p></o:p=
></p><p><span style=3D'font-size:10.0pt'>5) In the line items s=
ection, enter the date of service and the amount you’re being reimbur=
sed for. If you know the account number, enter that under “Cost Objec=
t.” Click on G/L Account and choose the appropriate option. Fill in t=
he Explanation of the expense.</span><o:p></o:p></p><p><span style=3D'font-=
size:10.0pt'>6) Click “Save and Continue.”</span><o=
:p></o:p></p><p><span style=3D'font-size:10.0pt'>7) Attach scan=
ned copies of receipts. Note you MUST have both an itemized receipt and a p=
roof of payment in order to get reimbursed. Scanners are available in the U=
A Office and the SAO Office.</span><o:p></o:p></p><p><span style=3D'font-si=
ze:10.0pt'>8) Click the “Send to” button at the bot=
tom and send your completed RFP form to Anika Gupta.</span><o:p></o:p></p><=
p><span style=3D'font-size:10.0pt'>9) Write the RFP number that=
is generated and your name on the top of the receipt and put them in the U=
A mailbox.</span><o:p></o:p></p><p class=3DMsoNormal><span style=3D'font-si=
ze:10.0pt'> </span><o:p></o:p></p><p class=3DMsoNormal><span style=3D'=
font-size:10.0pt'>Please keep this information handy for future reference a=
nd feel free to ask me any questions.</span><o:p></o:p></p><p class=3DMsoNo=
rmal><span style=3D'font-size:10.0pt'> </span><o:p></o:p></p><p class=
=3DMsoNormal><span style=3D'font-size:10.0pt'>I also have office hours ever=
y Wednesday from 5:00 to 6:00 PM starting tomorrow. Thanks so much and I lo=
ok forward to working with all of you this spring.</span><o:p></o:p></p><p =
class=3DMsoNormal><span style=3D'font-size:10.0pt'> </span><o:p></o:p>=
</p><p class=3DMsoNormal><span style=3D'color:#888888'>Anika<o:p></o:p></sp=
an></p></div><p class=3DMsoNormal><o:p> </o:p></p></div></body></html>=
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