Splash Reimbursement Instructions

Class supplies

RFP Quick reference

Reimbursement for MIT students and affiliates

Instructions for non-MIT teachers

Class supplies

The budget for Splash is $30 per class section. If you would like to spend more than this, please contact splash@mit.edu by Wednesday, 10/4.

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. Check our inventory first

ESP owns a lot of non-consumable class supplies, so before buying any, you should check out our inventory. Email us at splash@mit.edu if you have any questions or want to confirm the state and quantity of the supply. We can provide staples such as paper, pens, pencils.

2. 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 $30 per class section, but if you want to spend more than that, please contact us at splash@mit.edu (ideally by Wednesday 10/4) with a description of what and how much you want to buy. We will only reimburse larger purchases if you have obtained prior approval.

3. Return supplies to ESP

While we're happy to reimburse for class supplies, we cannot guarantee travel reimbursements (see the Travel Subsidies section for more info). If you do end up buying any non-consumable items for your class, you must return them to us. We will add those supplies to our inventory so that future teachers can use them for their classes.

You may buy prizes for your students, but we ask that you please not use your class budget to buy things for yourself, with one exception: if you give away an item to every student, you may keep one for yourself.

4. 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 splash@mit.edu). In MA, you might additionally need MIT's ST-5 (Sales Tax Purchaser Certificate).

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.

5. Make sure to ask for a receipt

All receipts must:

  • be original
  • 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).


RFP Quick Reference

Non-MIT teachers cannot make RFPs and should read instructions at the bottom of the page.

.
Link:Go to Atlas (My Reimbursements) and click Request a Reimbursement for Me
Tax exempt forms:VPF's website
Budget:$30 per class section or walk-in hour. Email splash@mit.edu to spend more!
MIT Cost object:2720107
G/L Account:420226
Submit to:Brian Chen (bpchen), Mayukha Vadari (mvadari), or Daniel Guo (dzguo)
Cover sheet:Printed version of RFP
Submission location:Bush room (during Splash), W20-467 (envelope on door) afterwards.

Submitting reimbursements:

You must submit receipts by December 15, 2017 to be reimbursed! Submit your receipts during the program or in the envelope on the door at W20-467

Submitting your reimbursement (MIT students and affiliates)

Steps 1-13 can be done prior to Splash 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 throughout Splash, which you can use to scan your receipts and submit your RFP.

Please don't forget to turn in your documentation! Even though you are submitting receipt scans, you are still required to submit the physical receipts as well!

  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).
  2. Visit Atlas.
    • Beware! Atlas is uncomfortable with multi-tabbed browsers. If you accidentally open Atlas 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 Splash Class Supplies"
  6. 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: 2720107
    • Amount: the price of the transaction (not including tax!).
    • Explanation: "Class supplies for Splash 2017 class [class title]"
  7. Press "Save and Continue".
  8. Upload your scanned and/or digital receipt. If you have more receipts, press "Add Receipts" to add more documents.
  9. Press "Save".
  10. Press the "Send to" button. Send to:
    • Brian Chen (bpchen), Mayukha Vadari (mvadari), or Daniel Guo (dzguo)
    • 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 send the RFP). Also, if any of your receipts are digital and you don't already have paper versions of them, print those receipts as well.
  12. Staple all of your documentation (receipts and invoices) together, along with the RFP confirmation sheet.
  13. Submit your stapled documentation to us.
    • The easiest way to do this is to bring it to the Bush Room during Splash. There will be a box for depositing paper receipts.
    • Otherwise, you must bring the documentation to the ESP office (W20-467).
  14. 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 Splash 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 throughout the day of Splash, 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, save all of your receipts into a single PDF.
  2. Email your scans, digital receipts, and your mailing address to splash-receipts@mit.edu.
  3. If any of your receipts are digital and you don't already have paper versions of them, print them.
  4. Write your name and "Splash 2017" on every receipt and printed receipt.
  5. Staple all of your documentation together.
  6. Submit your stapled documentation to us.
    • The easiest way to do this is to bring it to the Bush Room during Splash. There will be a box for depositing paper receipts.
    • Otherwise, you must bring the documentation to the ESP office (W20-467) or mail them to ESP (W20-467, 84 Mass Ave, Cambridge, MA 02139).


Last modified on Nov. 18, 2017 at 04:18 p.m.