Reimbursements


If you are applying as a student group, then follow the same procedure as the reimbursement process for the student groups. If you are applying as an individual, please submit your request for payment through ATLAS by filling out the request for payment reimbursement under the buying tab and send it to the GSC treasurer (search the treasurer’s last name). Fill out the G/L account with 420344 and leave the cost object empty. Submit the scanned receipts, scanned proof of payment, and an electronic print-out of the MIT calendar listing as attachment. Accepted formats include pdf, jpg, png, gif or bmp. Note that the original itemized receipts, a print-out of the MIT Events Calendar listing, and proof of payment (remember, MIT is tax exempt) should be sent to the Student Activies Office (W20-549).

Reimbursement for Individual Expenses:

In order to get reimbursement from the Collaboration Reward, as allocated by GSC Funding Board, your student group must

  • Publicize the event at least two weeks in advance using, at a minimum, the MIT’s Events Calendar and the GSC anno. Posters and other advertising media may also be used. Here is the link to add events.
  • Be sure to include GSC Funding Board (group code 2800) as a co-sponsor on the Events Calendar. (View currently posted events).
  • Use the Funding Board logo (black or white) on all advertisements.

*Note that paper posters are not required and should be used with the knowledge that they generate low awareness and large amounts of waste.

  • Submit both the electronic and hard copy components of each reimbursement request before 5pm on the funding cycle deadline, as set by the GSC Treasurer:

Steps to get reimbursement through ATLAS:

Student groups are encouraged to use the online SAPweb Request for Payment (RFP) service.

  1. Start online reimbursement form at by clicking on Manage Reimbursements(RFPs) on the left menu
  2. Please reference the funding period, event title, and event details in the reimbursement form.
  3. Use relevant G/L expense categories below.
  4. Submit the scanned receipts, scanned proof of payment, and an electronic print-out of the MIT calendar listing as attachment. Accepted formats include pdf, jpg, png, gif or bmp.
  5. Please fill in the ‘cost object’ with your group’s funding account number, and use G/L account 420344 for event expenses, and G/L account 421588 for capital expenses.
  6. After completing all fields, please choose the treasurer or other financial signatories of your group as the recipient for approval.
  7. The treasurer or other financial signatories should then approve and “Send To” “Student Activities Office” for approval.
  8. The original itemized receipts, and proof of payment (remember, MIT is tax exempt) should be sent to the SAFO (W20-549).
  9. Comply with the Institute and GSC Alcohol Policies. Failure to comply with MIT policies and/or GSC Funding Board Guidelines could lead to citations and/or warnings from the GSC Funding Board regarding the GSC funding related issues, and/or a failure on the part of the GSC to provide funding and/or reimbursement.