Officer Reimbursement Procedures

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. Go to http://web.mit.edu/sapweb and click on “Purchasing” on the top of the page. Go to “Requests for Payment (RFPs)” -> “Reimbursement”.

6. Fill in your name in “Payee Name”. Once you click ”search”, your name should come up. Click on the name and go to the next step.
7. Fill in the following information:

Name this RFP: “Ashdown House”
Date of service
Amount
Explanation (so the treasurer can know what this RFP is for)

8. Click on “Save & Continue” and upload your receipt. You can either scan or take a photo of it.
9. Click on “send to” and send the RFP to the treasurer.

The Ashdown treasurer will see this RFP and sign it for you online. However, it is your responsibility to turn in the original receipts and a print out of the completed RFP to the SAO (or you can just write the RFP number and “Ashdown House” on the receipt). Once you turn in the required documents, your RFP will be approved.

Couple reminders:

Remember, the faster you submit your documents to SAO, the faster you will get reimbursed.
When requesting payment for Funding account event expenses, make sure the required Event Listing and/or Poster is attached to the online RFP.
Do not open an RFP to inspect it after it is sent from RFP Inbox. A "letter" icon designates the RFP was sent. If the RFP with the "letter" icon is re- opened, the RFP will return to your inbox. To check progress of an RFP, please see “How to trace the status of my reimbursement” in the FAQ section.

3 Forms

Tax-Exempt Forms: ST-2, ST-5 (bring both when going shopping!)

4 FAQ

How to use the inter-departmental mail to deliver your receipts?

You should put your receipts in the inter-departmental envelope and address it to "SAO desk workers" and "W20-549".

How to trace the status of my reimbursement?

Go here and click on "Find RFPs" on the left. Remember to check both "parked" and "posted" and then you can trace your reimbursements.



About Ashdown welcome directions history life at ashdown thirsty ear house staff government/officers for prospectives NEW! for new residents Services & Amenities front desk/movies policies reporting problems floorplans common facilities room assignments room reservations what's in a room phone service mailing lists environment AV-guide Archives NEW! 3am: newsletter photo gallery ahec minutes For Alumni news Contacts ashdown contacts My Ashdown view my info resident directory lottery (individual) lottery (stapled) TV room reservation Study room reservation Music room reservation Officer Resources publicity guidelines logos reimbursements event calendar	Officer Reimbursement Procedures Officer Resources: Reimbursement Procedures External Funding: \| LEF/ARCADE \| GSC \| Weekends@MIT \| GSLG \| Other Sources 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. Go to http://web.mit.edu/sapweb and click on “Purchasing” on the top of the page. Go to “Requests for Payment (RFPs)” -> “Reimbursement”. 6. Fill in your name in “Payee Name”. Once you click ”search”, your name should come up. Click on the name and go to the next step. 7. Fill in the following information: Name this RFP: “Ashdown House” Date of service Amount Explanation (so the treasurer can know what this RFP is for) 8. Click on “Save & Continue” and upload your receipt. You can either scan or take a photo of it. 9. Click on “send to” and send the RFP to the treasurer. The Ashdown treasurer will see this RFP and sign it for you online. However, it is your responsibility to turn in the original receipts and a print out of the completed RFP to the SAO (or you can just write the RFP number and “Ashdown House” on the receipt). Once you turn in the required documents, your RFP will be approved. Couple reminders: Remember, the faster you submit your documents to SAO, the faster you will get reimbursed. When requesting payment for Funding account event expenses, make sure the required Event Listing and/or Poster is attached to the online RFP. Do not open an RFP to inspect it after it is sent from RFP Inbox. A "letter" icon designates the RFP was sent. If the RFP with the "letter" icon is re- opened, the RFP will return to your inbox. To check progress of an RFP, please see “How to trace the status of my reimbursement” in the FAQ section. 3 Forms Tax-Exempt Forms: ST-2, ST-5 (bring both when going shopping!) 4 FAQ How to use the inter-departmental mail to deliver your receipts? You should put your receipts in the inter-departmental envelope and address it to "SAO desk workers" and "W20-549". How to trace the status of my reimbursement? Go here and click on "Find RFPs" on the left. Remember to check both "parked" and "posted" and then you can trace your reimbursements.