GA^3 Event Reimbursement

• If your event will be funded in any part by GSC, see the event registration instructions.
• Generally, please check in with the GA^3 Treasurer first before making large purchases and check the current funds viewer, but never submit a reimbursement for $1,000+ without talking to the GA^3 Treasurer first.
• DO NOT SIGN ANY CONTRACTS on behalf of MIT. Your signature does not represent the Institute and all liability will fall on the unathorized singatory.

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: SOC 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
  • 420226 - Materials & Services
  • 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

• 1462834
• 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: GA^3 Executive Committee Meeting
# of MIT Students: ~20
# of MIT Employees: 0
# of Other Attendees: 0