Reimbursement Instructions

Step 0: Event Planning

• If you’re planning the event, check the Event Planner Checklist before continuing.

Step 1: Purchasing for an Event

• Receipts must be itemized, timestamped, and show proof of payment.
  • “Proof of payment” means the receipt states the items have been paid for by either cash/credit/debit (as opposed to a bill which just says how much is owed).
  • If “proof of payment” or any other required feature is missing on your reciept, please complete a Missing Receipt Affidavit and upload it alongside your receipt.
• We cannot reimburse sales tax.
  • You can get the tax removed by presenting all three of MIT’s tax exempt forms to the merchant.
• We cannot reimburse alcohol.
• If tipping, make sure you follow OVC Tipping Guidelines. You will not be reimbursed for tips that exceed these guidelines.
• Do not use the same receipts for multiple RFPs.
• Your reimbursement will be directly deposited into the bank account you have on record with MIT (i.e. the same account you receive your bi-weekly graduate stipend).
  • If you are not paid by MIT (i.e. a visiting student) you will instead receive a check in the mail.
• If you are the event planner and using GSC funds, check if your event needs to be registered in Atlas (instructions here).

Step 2: Submit an RFP via Atlas

1. As of January 1, 2026, the old RFP system has been retired and RFPs are now submitted via the newer Atlas App https://app.atlas-apps.mit.edu/
2. Please follow these detailed and continuously updated step-by step instructions
3. Fill out the “Request for Reimbursement (RFP)” according to the instructions specific to your reimbursement supplement:
   • Personal food reimbursement for GA^3 Meeting ($18 max)
   • Reimbursement for Graduate Student Meal Program
   • GA^3 Event Reimbursement (e.g. food/equipment/fees for event)
   • Mileage for GA^3 related event
   • dREFS Event Reimbursement
   • Anything else unclear? Email ga3-treasurer@mit.edu
4. Upload an itemized and readable picture or PDF of your receipt which also includes proof of payment
   • Pictures should be .jpg or .png (not .webp or .heic) and no more than 2MBs.
5. Upload a screenshot of the email or Slack message which publicly announced the event
   • Upload the email as a “receipt”
   • The screenshot must specifically reference the date and time of the meeting (i.e. an email for a reoccuring meeting is not sufficient)
6. Please do not submit for approval but submit for review instead. This means that a GA^3 finanical approver will first check your RFP and make sure that it is tracked by us. The approvers are:

Step 3: GA^3 Reimbursement Google Form

1. Complete this Google Form by copying over the requested information from your completed RFP.

Step 4: Tracking your Reimbursement

1. Go to: https://app.atlas-apps.mit.edu/
2. Click on “Payments & Reimbursements”
3. A summary of all your RFPs and their respective status will be shown

RFP Rejections

• If your RFP gets rejected, a GA^3 financial approver will reach out to you to make changes.
• To resubmit your RFP:
  1. Correct the error.
  2. Infor the GA^3 financial approver that the changes have been made.
  3. Resubmit the Google Form.
• To prevent your RFP from getting rejected again, make sure you do ALL THREE of the above steps.