As part of your responsibilities as an Ashdown officer, you may occasionally be called upon to make purchases for Ashdown House or Ashdown events, such as food, equipment, supplies, etc. Please follow the guidelines below to make sure you are properly (and promptly) reimbursed for their expenses.

If you have any questions, please e-mail the AHEC treasurer at ahec-treasurer (at) mit.edu.

1 Making purchases

1. Make sure to use the tax-exempt forms (ST-2, ST-5) to avoid paying sales tax. As an MIT student group, Ashdown House does not have to pay sales tax. Always bring the tax-exempt forms with you when you go shopping for Ashdown, as you will not be reimbursed for any sales tax inadvertently paid. If making purchases online, you may be able to receive the tax exemption by calling the company directly.

2. Always get an itemized receipt. If shopping someplace which does not give out receipts, please make an itemized list of your purchases and their costs by hand, and sign it instead. A credit card slip or a receipt stating only the total, such as at a restaurant, is NOT sufficient to receive reimbursement. In most cases it is possible to request an itemized receipt at the time of purchase.

3. If you pay a tip, please indicate that you paid a tip, as well as the amount, on your receipt.

4. Make sure to clearly indicate and cross out any personal expenses, as they will not be reimbursed.

2 Receiving reimbursement

5. Print and fill out one of the two AHEC Reimbursement Forms:

• If your event is being subsidized per attendee, please use the form for events.
• For any other expense, please use the form for capital expense.

Fill out the form completely; otherwise a quick reimbursement may not be possible.

• Under "Reimbursement Information," indicate the name and e-mail of the person to whom the check should be sent.
• New for 2009-10: For "Room," indicate where the check is to be mailed; to pick it up directly from the Student Activities Office, just write "pick-up."

6. Make a copy of all receipts.

7. Staple together the completed form, the receipts, and the copies.

• If you are being reimbursed for an event, please also attach a copy of the event announcement e-mail or an advertisement poster.

8. Give the whole thing to the AHEC treasurer, by either...

• Turning it in in person
• Asking the front desk worker to leave it in my mailbox (currently Brandon Luders, 2012A)
• Bring it directly to my room (currently 2012A); you may slide it under the door if necessary
• Bring it directly to my office (currently 41-105); knock to enter, just ask where my desk is if I'm not there :)

Please return everything within 90 days of the purchase, otherwise you may not be reimbursed!

9. Within 1-2 weeks, you should either receive a check in the mail at the address you specified, or notification on how to pick it up from the Student Activities Office if you requested pick-up.

3 Forms

• Tax-Exempt Forms: ST-2, ST-5 (bring both when going shopping!)
• Reimbursement Forms: Events, Capital Expenses