Reimbursements

What Type of Funding Did You Receive?:


 

*Funding Board, Sustainability Fund, GSC-PKG Fund

Student Groups

  1. On the Atlas homepage, click on My Reimbursements on the left menu.
  2. Select Request a Reimbursement for Me.
  3. Fill out the details of the event/expense in the form. The Cost Object is the FUNDING account number of your student group. Do not use your group’s main account number for this. Refer to this list of G/L Account numbers.
  4. Attach a scan of the receipt to the RFP. The receipt must be itemized and contain the method of payment.
  5. Select Send To and enter the name of your group’s Treasurer or other Financial Signatory.
  6. Bring a printout of the RFP attached to the original itemized receipt to the Student Activities Office (W20-549).
  7. Note that the reimbursement process begins only when the hardcopy of the RFP is brought to the SAO.

 

Individuals

  1. On the Atlas homepage, click on My Reimbursements on the left menu.
  2. Select Request a Reimbursement for Me.
  3. Fill out the details of the event/expense in the form leaving the Cost Object field blank. In the Explanation box, enter which fund/grant was allocated and the details of the expense. Refer to this list of G/L Account numbers.
  4. Attach a scan of the receipt to the RFP. The receipt must be itemized and contain the method of payment.
  5. Select Send To and enter Lauren McLean (laurenm).
  6. Bring a printout of the RFP attached to the original itemized receipt to the GSC Office (50-220) and drop it off with Lauren. If the office is closed, leave it in the mailbox outside the office after writing on the RFP that it’s intended for Lauren McLean.
  7. Note that the reimbursement process begins only when the hard copy of the RFP is delivered.

 


*Travel Grant

Please use MIT’s electronic reimbursement system (Concur) for your out-of-pocket expenses. Note that you cannot file for reimbursement until after the conference has taken place.  Once the reimbursement is approved, you will receive funds in direct deposit (if information is on file at HR/payroll).

(If needed) Set up Direct Deposit

  1. Go to ATLAS (https://atlas.mit.edu/)
  2. Click on upper tab “ABOUT ME”
  3. Under “Money Matters”, click on “Direct Deposit Preferences”
  4. If you have direct deposit set up, it should be listed there. If not, follow the instructions on site to complete set-up.

File a Concur Expense Report and Submit Supporting Documentation

  1. Go to ATLAS (https://atlas.mit.edu/)
  2. Under “Menu”, click on “Full Catalog”
  3. Click on “Travel Expenses (Concur)” under the “Travel” category
  4. Under Expense tab, click “New Expense Report”, and fill out information.
  5. Important! For the Report Name type “Travel Grant”, followed by the semester, year, & your first and last name. (ex. Travel Grant Summer 2014 Monika Avello)
  6. Type in Cost Object # 1735290.
  7. Submit a hardcopy of your conference report & the original, detailed receipts to Lauren McLean (laurenm[at]mit[dot]edu), in 50-220. Note: For food receipts, alcoholic purchases CANNOT be reimbursed. For airfare receipts, ONLY coach or economy seats are reimbursable (no upgrades, business class, etc).

Confused? If you require detailed instructions on how to use this electronic system, check out the 3 options below:

  • Online instructions provided at http://www.concurtraining.com/customers/mit/
  • Contact Lauren McLean (laurenm[at]mit[dot]edu) for all questions regarding the reimbursement procedure.

Follow-up

Want to know the status of your reimbursement? Set up email notifications on ATLAS (A) or check directly (B). Instructions for both options are below.

(A) Email Notification Set-up

  1. Go to ATLAS homepage (https://atlas.mit.edu/)
  2. Click on upper tab “ABOUT ME”
  3. Under “My Profile”, click “Settings & Authorizations”
  4. Select your preferences under “Email Notification Settings”

(B) Directly Checking Reimbursement Status

  1. Go to ATLAS homepage (https://atlas.mit.edu/)
  2. Under Menu, go to “My Reimbursements”, and click “Track My Reimbursements”
  3. Under “Details” tab, click “Comments”. Lauren leaves notes here if there are any issues regarding your reimbursement.

 

*Professional Development Exploration Grant

  1. On the Atlas homepage, click on My Reimbursements on the left menu.
  2. Select Request a Reimbursement for Me.
  3. Enter “7.3b Professional Development Grant” in the Name this RFP field.
  4. Fill out the details of your registration fee transaction in the form leaving the Cost Object field blank. In the Explanation box, note the allocation amount and give the details of the expense, including the name of the professional development activity. Refer to this list of G/L Account numbers.
  5. Attach a scan of the receipt to the RFP. The receipt must be itemized and contain the method of payment.
  6. Select Send To and enter Lauren McLean (laurenm).
  7. Bring a printout of the RFP attached to the original itemized receipt to the GSC Office (50-220) and drop it off with Lauren. If the office is closed, leave it in the mailbox outside the office after writing on the RFP that it’s intended for Lauren McLean.
  8. Note that the reimbursement process begins only when the hard copy of the RFP is delivered.

*Athletics and Performance Activity Grant

Please use MIT’s electronic reimbursement system (Concur) for your out-of-pocket expenses. Once the reimbursement is approved, you will receive funds in direct deposit* (if information is on file at HR/payroll).

(If needed) Set up Direct Deposit

  1. Go to ATLAS (https://atlas.mit.edu/)
  2. Click on upper tab “ABOUT ME”
  3. Under “Money Matters”, click on “Direct Deposit Preferences”
  4. If you have direct deposit set up, it should be listed there. If not, follow the instructions on site to complete set-up.

File a Concur Expense Report and Submit Supporting Documentation

  1. Go to ATLAS (https://atlas.mit.edu/)
  2. Under “Menu”, click on “Full Catalog”
  3. Click on “Travel Expenses (Concur)” under the “Travel” category
  4. Under Expense tab, click “New Expense Report”, and fill out information.
  5. Important! For the Report Name type “APAG Award”, followed by the semester, year, & your first and last name. (ex. APAG Award Summer 2014 Monika Avello)
  6. Type in Cost Object # 1735270.
  7. Submit a hardcopy of your conference report & the original, detailed receipts to Lauren McLean (laurenm[at]mit[dot]edu), in 50-220. Note: For food receipts, alcoholic purchases CANNOT be reimbursed. For airfare receipts, ONLY coach or economy seats are reimbursable (no upgrades, business class, etc).

Confused? If you require detailed instructions on how to use this electronic system, check out the 3 options below:

  • Online instructions provided at http://www.concurtraining.com/customers/mit/.
  • Visit a drop-in training session that happens every Wednesday 10-11 a.m. in the Little Cayman Training Room (NE49, floor 3).
  • Contact Lauren McLean (laurenm[at]mit[dot]edu) for all questions regarding the reimbursement procedure.

Follow-up

Want to know the status of your reimbursement? Set up email notifications on ATLAS (A) or check directly (B). Instructions for both options are below.

(A) Email Notification Set-up

  1. Go to ATLAS homepage (https://atlas.mit.edu/)
  2. Click on upper tab “ABOUT ME”
  3. Under “My Profile”, click “Settings & Authorizations”
  4. Select your preferences under “Email Notification Settings”

(B) Directly Checking Reimbursement Status

  1. Go to ATLAS homepage (https://atlas.mit.edu/)
  2. Under Menu, go to “My Reimbursements”, and click “Track My Reimbursements”
  3. Under “Details” tab, click “Comments”. Lauren leaves notes here if there are any issues regarding your reimbursement.

*Council Representative Funding

  1. Please note that only personal reimbursements are allowed for Council Representative Funding.
  2. On the Atlas homepage, click on My Reimbursements on the left menu.
  3. Select Request a Reimbursement for Me.
  4. Enter “3.11 Council Representatives’ Funding” in the Name this RFP field.
  5. Fill out the details of the event/expense in the form leaving the Cost Object field blank. In the Explanation box, note your allocation amount and enter the details of the expense. Refer to this list of G/L Account numbers.
  6. Attach a scan of the receipt to the RFP. The receipt must be itemized and contain the method of payment.
  7. Select Send To and enter Lauren McLean (laurenm).
  8. Bring a printout of the RFP attached to the original itemized receipt to the GSC Office (50-220) and drop it off with Lauren. If the office is closed, leave it in the mailbox outside the office after writing on the RFP that it’s intended for Lauren McLean.
  9. Note that the reimbursement process begins only when the hard copy of the RFP is delivered.

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