Making purchases

You may purchase up to $30 of class supplies (per class section) for Spark. If you would like to spend more than this, please contact esp-spark@mit.edu in advance.

To purchase class supplies, you must pay on your own, then request reimbursement from MIT by filling out a Request for Payment (RFP), either online (if you're an MIT student or affiliate) or through ESP. Before making purchase for your Spark class, you should read these three instructions:

1. If you need something non-consumable, check with us first.

   ESP owns a large number of non-consumable class supplies, so before buying any, you may wish to e-mail us at esp-spark@mit.edu and ask if we already have what you need. If you do end up buying any non-consumable items for your Spark class, you must give them to us after your classes are done if you wish to be reimbursed.

2. 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-spark@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!

3. 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 $30 × (number of class sections), 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 highlight all class expenses.
   • not contain tax: if you paid tax, please highlight the before-tax subtotal; you will not be reimbursed for the tax (sorry!)

   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.

4. To submit an RFP: [MIT - students and affiliates] [Non-MIT]

Submitting your documentation (MIT students and affiliates)

Steps 1-13 can be done prior to Spark if you have access to a scanner or camera. If you don't, we will have a computer and scanner set up in the Bush room (10-105) throughout the day of Spark, which you can use to scan your receipts and submit your RFP.

Please don't forget step 14! Even though you are submitting receipt scans, you are still required to submit the actual receipts as well!

1. Scan or photograph 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 SAPweb.
   • Beware! SAPweb is uncomfortable with multi-tabbed browsers. If you accidentally open SAPweb in multiple tabs and begin working on an RFP in both tabs, the safest thing to do is to quit your browser and return to the RFP via the RFP Inbox.
3. Select "MIT" if you are a current student, faculty or staff member.
4. Type your last name, press "Search", and select yourself from the list.
5. Name this RFP: "ESP Spark Class Supplies"
6. For each receipt, fill in a line item (if you have multiple receipts, click "Add Line" to create more line items):
   • Date of Service: the date you purchased the items
   • G/L Account: 420226
   • Cost Object: 2720107
   • Amount: the price of the transaction (not including tax!).
   • Explanation: "Class supplies for Spark 2013 class [class title]"
7. Press "Save and Continue".
8. Upload your first scanned receipt. If you have more scanned documentation, press "Add Receipts" to add more documents.
9. Press "Save".
10. Press the "Send to" button. Send to:
    • If your expenses are below the standard cap of $30 x (number of class sections), send to Benjamin Tidor.
    • If you spent over the standard cap on one or more classes, send to Eric Mannes.
    • Note: type in the full name of the person to search for them
11. Print the RFP confirmation sheet (the information page you see after you finish sending the RFP). Also, if any of your receipts are digital and you don't already have paper versions of them (for example, if you purchased something off Amazon and attached the digital invoice to the RFP), print those as well.
12. Write "RFP #xxxxxxxxx" (substitute the number which is generated on the page), along with your name and "ESP Spark 2013", on every receipt and printed invoice.
13. Staple all of your documentation (receipts and invoices) together, along with the RFP confirmation sheet.
14. Submit your stapled documentation to us.
    • The easiest way to do this is to bring it to the Bush Room during Spark. Next to the computer and scanner, there will also be a box for depositing paper receipts.
    • If you don't bring your documentation to the Bush Room, you must bring the documentation to the ESP office (W20-467), or mail them to ESP (W20-467, 84 Mass Ave, Cambridge, MA 02139), within three weeks of Spark.
15. Sometime in the future, you will receive either a check in the mail or a direct deposit from MIT (if you have already set this up)
    • You can view all of your unfulfilled RFPs in the RFP Inbox. But be careful! Sent RFPs are ones with the flying envelope symbol next to them. If you click on a sent RFP, it will be recalled to your inbox and you will have to send it again.

Submitting your documentation (non-MIT)

Steps 1-5 can be done prior to Spark if you have access to a scanner or camera. If you don't, we will have a computer and scanner set up in the Bush room (10-105) throughout the day of Spark, which you can use to scan your receipts and submit your RFP.

Please don't forget step 6! Even though you are submitting receipt scans, you are still required to submit the actual receipts as well!

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. E-mail your scans and your mailing address to spark-receipts@mit.edu.
3. If any of your receipts are digital and you don't already have paper versions of them (for example, if you purchased something off Amazon and attached the digital invoice to the RFP), print them.
4. Write your name and "ESP Spark 2013" on every receipt and printed invoice.
5. Staple all of your documentation (receipts and invoices) together.
6. Submit your stapled documentation to us.
   • The easiest way to do this is to bring it to the Bush Room. Next to the computer and scanner, there will also be a box for depositing paper receipts.
   • If you don't bring your documentation to the Bush Room, you must bring the documentation to the ESP office (W20-467), or mail them to ESP (W20-467, 84 Mass Ave, Cambridge, MA 02139), within three weeks of Spark.

You must submit receipts by April 6^th to be reimbursed!