### [Obtaining Class Supplies](#supplies) ### [Reimbursement Quick Reference](#reference) ### [Reimbursement for MIT students and affiliates](#mit) ### [Reimbursement for non-MIT teachers](#nonmit) # Obtaining Class Supplies We encourage teachers to make use of the class supplies budget during the program! Supplies can be virtual purchases or physical supplies. However, we cannot refund gift cards as class supplies. The budget for Spring HSSP is $50 per class section. If you would like to spend more than this, please mention this in the appropriate box while registering your class and send an email to spring-hssp@mit.edu. Please wait for director approval before making purchases that exceed the standard $50 limit. To purchase class supplies, you must pay on your own, then request reimbursement from MIT by filling out a Request for Payment (RFP) if you're an MIT student or affiliate. We will fill one out for you if you're not affiliated with MIT. Before making a purchase for your class, you should read these brief instructions: ## 1. Ask us ahead of time if you're going to be spending more money We love awesome classes, and sometimes awesome classes require awesome class supplies! You may automatically spend up to $50 per class section, but if you want to spend more than that, 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 purchases if you have obtained prior approval. ## 2. MIT does not reimburse tax, so don’t pay it! You can use a copy of MIT’s tax exemption form to avoid paying state sales tax. You can download this form from the VPF website (MIT certificates may be required; alumni and non-MIT students can request a copy of the tax exempt form by emailing spring-hssp@mit.edu). In MA, you might additionally need MIT’s ST-5 (Sales Tax Purchaser Certificate). We know that MIT is not tax-exempt in all states; if you need to order class supplies to a state where MIT is not tax-exempt, please email us at spring-hssp@mit.edu, and we'll give you additional information about how to deal with non-tax-exempt states. If you need to buy things from Amazon, the usual procedure is to pay tax and then send Amazon the tax-exempt form. They will then refund the tax. ## 3. Make sure to ask for a receipt You will need to submit electronic images of your receipts, so it is critical that you obtain legible photos or scans of your receipts before discarding them. All receipts must: + be itemized + show a proof of purchase: they should say "paid with cash", "paid with visa ####", etc. + differentiate between class and personal expenses: if there are any personal expenses on the receipt, you should highlight all class expenses. (note that if you are using tax exemption, it is illegal to tax-exempt personal goods) + not contain tax: if you paid tax, please highlight the before-tax subtotal; you will not be reimbursed for the tax (sorry!) If a receipt does not have a proof of purchase, you must submit a credit card statement or a bank account statement, with the corresponding expenses circled or highlighted (you may redact all other information but your name). ## 4. Do not purchase gift cards as class supplies MIT does not reimburse gift cards due to their dubious tax implications. Please do not purchase gift cards as prizes for your class, as we will not be able to reimburse you! # RFP Quick Reference

Everyone
Tax exempt forms:	VPF's website
Budget:	$50 per class section. Email spring-hssp@mit.edu to spend more!
Google Form:	https://forms.gle/RiW7EXajZmg7jmrH9
Print-outs and receipts:	No longer required! Get legible photos / scans of your receipts!
Form Deadline:	Saturday April 27th, 2024
MIT Only
Link:	Create an RFP (select Request a Reimbursement for Me)
MIT Cost object:	Leave Blank
G/L Account:	420226
Submit to:	Hilary Zen (hzen), Vivian S Hir (vshir), or Dongyao Jiang (adyj)

# Submitting reimbursements: ## Submitting your reimbursement (MIT students and affiliates with a Kerberos account) **Please don’t forget to fill out the Google form! We won’t give reimbursements to anyone who hasn’t done so.**
1. Scan or photograph all of your physical receipts as PDF, JPG, GIF, PNG, TIFF, or BMP, and make sure each file is under 2MB (note that PDFs might be too large). Make sure all aspects of the receipt are legible. Otherwise, we may not be able to complete your reimbursement 2. Visit Atlas and select "Request a Reimbursement for Me." + __Beware!__ The RFP website is uncomfortable with multi-tabbed browsers. If you accidentally open it 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, which you can reach from Atlas at My Reimbursements Inbox. 3. Name this RFP: "ESP Spring HSSP Class Supplies" 4. Fill in a line item for each receipt (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:__ (Leave Blank) + __Amount:__ the price of the transaction (not including tax!). + __Explanation:__ "Class supplies for Spring HSSP 2024 class [class title]" 5. Press "Save and Continue". 6. Upload your scanned and/or digital receipt. If you have more receipts, press "Add Receipts" to add more documents. 7. Press "Save". 8. Press the "Send to" button. Send to: + Hilary Zen (hzen), Vivian S Hir (vshir), or Dongyao Jiang (adyj) + _Note: type in the full name of the person to search for them_ 9. Fill out the Google form! Each teacher that has made a purchase should fill this out once for all of their purchases. You must do this before **04/27** if you want to be reimbursed! 10. 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) **Please don’t forget to fill out the Google form! We won’t give reimbursements to anyone who hasn’t done so.**
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, save all of your receipts into a single PDF. 2. Make sure all aspects of the receipt are legible. Otherwise, we may not be able to complete your reimbursement. 3. Fill out the Google form! Each teacher that has made a purchase should fill this out once for all of their purchases. You must do this before **04/27** if you want to be reimbursed! 4. Sometime in the future, you will receive a check in the mail. Let us know if you don't receive one within 3-4 weeks.