Splash Reimbursement Instructions

Contents

Obtaining Class Supplies

Reimbursement Quick Reference

Reimbursement for MIT students and affiliates

Reimbursement for non-MIT teachers


Obtaining Class Supplies

We still encourage teachers to make use of the class supplies budget during the virtual program! Supplies could be virtual purchases or physical supplies that can be shipped to students. However, we cannot refund gift cards as class supplies. The default budget for Splash is $30 per class section, or $50 per hour of walk-in. We will gladly grant additional funding provided that you follow the instructions below and ask us 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) 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 $30 per class section (or $50 per hour of walk-in), but if you want to spend more than that, please contact us at splash@mit.edu with a description of what, how much you want to buy, and why it will benefit your class. 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 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.

NOTE: Tax exemptions are more complicated for purchasing things to be sent outside of Massachusetts. We will keep you updated as we get more information, but the current understanding is that items shipped to other states via Amazon may not be tax exempt or reimburseable by MIT.

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:$30 per class section or $50 per walk-in hour. Email splash@mit.edu to spend more!
Google Form:Splash 2020 Reimbursement Form
Print-outs and receipts:No longer required! Get legible photos / scans of your receipts!
Form Deadline:December 7
MIT Only
Link:Create an RFP (select Request a Reimbursement for Me)
MIT Cost object:Leave Blank
G/L Account:420226
Submit to:Jenny Gao (jennygao), Sarah Weidman (sweidman), or Miles Silva (mbsilva).



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.


TL;DR: RFPs are now completely paperless

  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 Splash 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 Splash 2020 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:
    • Jenny Gao (jennygao), Miles Silva (mbsilva), or Sarah Weidman (sweidman)
    • 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 12/07 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.

TL;DR: New this year: RFPs are now completely paperless.

  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 12/07 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 2-3 weeks.

/splash@mit.edu/splash@mit.edu



Last modified on Oct. 13, 2020 at 11:07 p.m.