Buying Class Supplies

Making purchases

ESP offers funding for class supplies. When you buy things for your class, we will reimburse you! However, there are four things you should do when making purchases for your HSSP class:

Ask us first (and ahead of time!) if you want to spend 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 under $50 across the entire multi-week class, but if you want more money than that for the class you're planning, please contact us at summer-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.

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.

Due to the virtual nature of Summer HSSP 2020, our requirement for returning class supplies will be relaxed. If you request class supplies for your class, we will contact you about this.

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 . 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.

Submitting Reimbursement

You must submit this form before the end of program.

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

We will process reimbursements after the program is over. Thank you for your patience!

Submitting your documentation (MIT students and affiliates)

This can be done right after you purchase supplies. If you have digital receipts, simply follow the process below and submit them. If you have physical receipts, please scan them using a camera/scanner. Please do this within three weeks of the program!

  • File an RFP:
    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: “Summer 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: (Leave blank)
      4. Amount: the price of the transaction (not including tax!).
      5. Explanation: "Class supplies for Summer HSSP 2020 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 Jenny Gao (jennygao), Miles Silva (mbsilva), or Sarah Weidman (sweidman). (Note: type in the last name of the person to search for them)
  • Fill out this form
  • Submitting your documentation (non-MIT)

    This can be done right after you purchase supplies. If you have digital receipts, simply follow the process below and submit them. If you have physical receipts, please scan them using a camera/scanner.

    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).
    2. Fill out this form

    /esp@mit.edu/summer-hssp@mit.edu



    Last modified on May 04, 2020 at 09:12 p.m.