Buying Class Supplies

Making purchases

When you buy things for your class, we want to pay you back!
There are five things you should do when making purchases for your HSSP class:

Ask us first (and ahead of time!) if you're going to be spending a lot of money.

We love awesome classes, and sometimes awesome classes require awesome class supplies! We will automatically approve class budgets which add up to less than $50 across the entire multi-week class, but if you want more money than that for the classes you're planning, please contact us at spring-hssp@mit.edu with a description of what and how much you want to buy. We will only reimburse larger budgets if they are approved ahead of time.

If you need to buy class supplies, check if we already have it!

ESP owns a large number of non-consumable class supplies as well as some consumable art supplies, so before buying any, you may wish to email us at spring-hssp@mit.edu and ask if we already have what you need.

Only buy class supplies, and return them to ESP after you're done teaching.

While we're happy to reimburse for class supplies, we will not pay for other expenses you incur over the course of your HSSP class.

If you have leftover supplies (anything reusable in future years, plus consumable supplies if you accidentally bought too much) after teaching your class, you must give them to us after your classes are done before we will reimburse you for anything.

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.

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.
  • show a transaction in US dollars

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.

You must submit receipts within three weeks of the end of Spring HSSP to be reimbursed!

  • Click here for reimbursement instructions for MIT students and affiliates
  • Click here for reimbursement instructions for non-MIT students

Submitting your documentation (MIT students and affiliates)

Steps 1–18 can be done right after you purchase supplies, if you have access to a scanner. If you don't, we have a computer and scanner set up in the ESP office (W20-467), which you can use to scan your receipts and submit your RFP.

Please don't forget step 19! Even though you are submitting receipt scans, you are still required to submit the original 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. Visit atlas.mit.edu
  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: “Spring HSSP class”
  9. For each receipt, fill in a line item (if you have multiple receipts, click “Add Line” to create more line items):
    1. Date of Service: the date you purchased the items
    2. G/L Account: 420226
    3. Cost Object: 2720107
    4. Amount: the price of the transaction (not including tax!).
    5. Explanation: "Class supplies for HSSP 2018 class [class title]"
  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 Brandon Wang (bdnwang), Jenna Himawan (himawan), or Charity Midenyo (midenyoc). (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). 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.
  17. Write “RFP #123456789” (replace 123456789 with the number which is generated on the webpage), along with your name and “ESP HSSP 2018”, on every piece of documentation.
  18. Staple all of your documentation (receipts) together, along with the RFP confirmation sheet. Keep the RFP number for your records if you want.
  19. Submit your stapled documentation to us.
    • The easiest way to do this is to bring it to the HSSP office while HSSP classes are running.
    • If you don't bring your documentation to the HSSP office, you must bring the documentation to the ESP office (W20-467) and put it in the envelope outside our door, or mail them to ESP (W20-467, 84 Mass Ave, Cambridge, MA 02139), within three weeks of HSSP.

Submitting your documentation (non-MIT)

Steps 1–5 can be done right after you purchase supplies, if you have access to a scanner. If you don't, we have a computer and scanner set up in the ESP office (W20-467), 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 <spring-hssp-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 HSSP 2018” on every piece of documentation.
  5. Staple all of your documentation (receipts) together.
  6. Submit your stapled documentation to us.
    • Please bring the documentation to the ESP office (W20-467) and put it in the envelope outside our door, or mail them to ESP (W20-467, 84 Mass Ave, Cambridge, MA 02139), within three weeks of HSSP.


Last modified on Dec. 29, 2017 at 02:26 p.m.