Reimbursement/Payment Requests

**Special Note:  Prior to any payment/reimbursement request, Council Representatives complete the Representative Reimbursement form.

Reimbursement for Individual Expenses

1. Start online reimbursement form at by clicking on Reimbursement on the left on at SAPWEB.
2. Use relevant G/L expense categories below.
3. After completing all fields, click “Send To” and find “Student Activities Office” and send form to the SAFO for approval. You will receive e-mail notification when the reimbursement request is accessed, approved, or rejected. Contact Imani Ivery (gsc-finance[at]mit) for more information or call 617-253-2195.

Checks to Vendors/Companies (for requests less than $500)

Purchase Orders (for repetitive business or purchases over $500)

Payment for Individual Services (for requests less than $500)

Reimbursement for Travel

1. Start online travel reimbursement form at MIT Travel online.
2. Use account # 1735210 for GSC Travel Grant Reimbursements and 1735200 for GSC Athletic Grant reimbursements.
3. Mail all original receipts to Imani D. Ivery, 142 Memorial Drive 50-220, Cambridge, MA 02139.

Other

Deposits and Deposit Bags
Arrange for a night deposit bag for evening events, or submit deposits to Imani Ivery (gsc-finance[at]mit) for more information or call 617-253-2195. Cash boxes should be reserved when money is exchanged at an event.

Requisitions
Used to pay internal MIT services providers (such as A/V or CopyTech). Contact Imani Ivery (gsc-finance[at]mit) for more information or call 617-253-2195

Transfers
Money transfer between group accounts. Useful for collaborations or for departmental funding transfers. Contact Imani Ivery (gsc-finance[at]mit) for more information or call 617-253-2195

Wire Transfers (receiving only)
May be made to student account. Contact Imani Ivery (gsc-finance[at]mit) for more information or call 617-253-2195

G/L Expense Codes

420319-Awards and Prizes
420800-Books and Publications
420140-Conference Expenses
420392-Copying
800303-Deposit
420254-Donations to Non-Profit Orgs
420166-Entertainment
421818-Equipment Major ($3000+)
421827-Equipment Minor ($500-$2999)
421000-Food
420226-Materials and Services
421586-Membership and Dues
421588-Miscellaneous
420344- MIT Sponsored Seminar/Workshop/Conference Costs
420258-Office Supplies
420290-Police
420920-Postage
420298-Professional Services
420302-Promotional and Memorabilia
420306-Publicity
420890-Subscriptions
420302-T-shirts
421753-Telephone
420080-Travel
421600-Vehicle rentals