dREFS Reimbursement

Your completed RFP should look something like this.

Name this RFP

• Template: [Sub-Budget Code]; [Event Date]; [Your Initials]
• Where:
  • [Sub-Budget Code] is from the current semester’s budget spreadsheet or Funds Viewer
  • [Event Date] is the date of the event in the following form MMM DD (e.g. Jan 31)
  • [Your Initials] are your initials (e.g. AJF)
• Example: dREFS 1.1; Jan 31; AJF

Date of Service

• The Date of Service must match the date on the receipt and be in the form MM/DD/YYYY.

G/L Account

• Select the appropriate purchase category. Click in Atlas for the drop down or see Frequently used G/L Accounts.
• Most common G/L Accounts:
  • 421000 - Meetings - Food &; Beverages
  • 421200 - Food
  • 420050 - Travel Expenses
  • 420800 - Books &; Publications
  • 420166 - Entertainment
  • 420258 - Office Supplies
  • 420319 - Prizes &; Awards
  • 421900 - Computer Supplies &; Peripherals
  • 420920 - Postage Mailing and Shipping U.S.
  • 420318 - Recreational Related Expenses
• If you are unsure, ask the GA^3 Treasurer first to confirm before submitting the RFP.

Cost Object

• 1462825
• For this type of reimbursement, always use this Cost Object unless otherwise instructed.

Amount

• The total amount to be reimbursed, minus sales tax (if any). Do NOT include a $.

Explanation

• Complete all the [INPUT] fields in the below template. Do not omit or reorder the fields.
• Template:

Event Date: [INPUT]
Event Time: [INPUT]
Event Location: [INPUT]
Event Topic: [INPUT]
# of MIT Students: [INPUT]
# of MIT Employees: [INPUT]
# of Other Attendees: [INPUT]

• Example:

Event Date: 12/02/2022
Event Time: 12:00pm
Event Location: Hybrid (33-206 & Zoom)
Event Topic: dREFS Office Hours
# of MIT Students: ~20
# of MIT Employees: 0
# of Other Attendees: 0