GA^3 Meeting Food Reimbursement

• $18 max. If your receipt is for more than $18 (before tax), you may request max reimbursement.
• All purchases must be made before the meeting/event ends.
• RFPs are due EOD the Sunday after the meeting to be processed.

Your completed RFP should look something like this.

Name this RFP

• Template: PRES 1.*; [Event Date]; [Your Initials]
• Where:
  • PRES 1.* is the event type (e.g. PRES 1.1 for bi-weekly Executive Committee Meeting, PRES 1.2 for other officer meeting)
  • [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. MVE)
• Example: PRES 1.1; Jan 31; MVE

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

• 421000 (Meetings - Food & Beverages)
• For this type of reimbursement, always use this G/L Account unless otherwise instructed.

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: 02/19/2024
Event Time: 6:00pm
Event Location: Hybrid (33-206 & Zoom)
Event Topic: GA^3 Executive Committee Meeting
# of MIT Students: ~12
# of MIT Employees: 0
# of Other Attendees: 0