Making purchases

There are two things you should do when making purchases for your HSSP class:

MIT does not reimburse tax, so don’t pay it.

You can use a copy of MIT’s tax exempt form to avoid paying the Massachusetts sales tax. MIT affiliates with an MIT Personal Certificate can access the ST-2 tax exemption form by going to http://vpf.mit.edu/site/tax_services/forms. Alumni and non-MIT students can request a copy of the tax exempt form by e-mailing esp@mit.edu.

Note: the second page of the ST-2 form says that the form is expired. The form was actually renewed, and doesn't expire until October 2014. An explanation of this is printed on the first page of the ST-2 form. Make sure to print both pages before attempting to use it to make a purchase!

Make sure to ask for a receipt for your purchase.

All receipts must:

• be original.
• be itemized: If they are not, type up your own itemization.
• show a proof of purchase: They should say “paid with cash”, “paid with visa #xxx”, etc.
• total to less than $50 × (number of classes), unless you were previously approved for a larger budget.
• differentiate between class and personal expenses: if there are any personal expenses on the receipt, you should circle, underline, or highlight all class expenses.

If any of your receipts do not have a proof of purchase, you must provide your own. A credit card statement, or a bank account statement, with the corresponding expenses circled or highlighted, is sufficient.

Submitting your documentation (MIT affiliates)

1. Scan all of your receipts as PDF, JPG, GIF, PNG, TIFF, or BMP, and make sure each file is under 2MB (note that PDFs might be too large). If possible, scan multiple receipts per image file.
2. Visit https://web.mit.edu/sapweb/
3. Follow the “Purchasing” link
4. Select “RFP Reimbursement”
5. Select “MIT” if you are a current student, faculty or staff member. Select “Non-MIT” if you are an alumni.
6. Type your name. If you selected “MIT”, type your last name, press “Search”, and select your name. If you selected “Non-MIT”, type your full name, and press “Search”.
7. Press “Continue.”
8. Name this RFP: “ESP/2720107 HSSP class”
9. For each receipt, fill in a line item (if you have multiple receipts, click “Add Line” to create more line items):
   (a) Date of Service: the date you purchased the items
   (b) G/L Account: 420226
   (c) Cost Object: 2720107
   (d) Amount: the price of the transaction (not including tax!).
   (e) Explanation: "Class supplies for Spring HSSP 2012 class"
   
10. Press “Save and Continue.”
11. Upload your first scanned receipt.
12. If you have more scanned documentation, press “Add Receipts” to add more documents.
13. Press save.
14. Press the “Send to” button.
15. Send to Chelsea Voss (csvoss). (Note: type in the last name of the person to search for them)
16. Print the RFP confirmation sheet (the information page you see after you finish sending the RFP).
17. Write “RFP # 123456789” (substitute the number which is generated on the page), along with your name and “ESP Summer HSSP 2012”, on every piece of documentation.
18. Staple all of your documentation (receipts) together, along with the RFP confirmation sheet, and turn it in to us in the HSSP office.

Submitting your documentation (non-MIT)

E-mail your scans and your mailing address to summer-hssp-receipts@mit.edu. Write your name and “ESP Summer HSSP 2012” on every piece of documentation, staple all of your documentation together, and turn it in.