Getting Reimbursed

First, remember that MIT doesn't pay sales or restaurant taxes, so make sure to use the tax exempt number 042-103-594 (the Lab isn't allowed to reimburse you for these taxes). The permit can be printed online from here and here.

Reimbursement procedure:

First. You need to scan all the receipts and produce a single pdf file. The xerox1-9 machines are your friends. To merge several pdf's you can use the linux tool pdfmerge or go here.

Second. Fill the reimbursement form here.

• Name this RFP: GSL mm/dd/yy
• Date of service: Date when GSL occurred
• G/L account: 421000 (food)
• Cost Object: 2740331 (CSAIL student activities)
• Amount: Total amount you spent on food (without taxes, there should not be taxes because you used the tax exempt form).
• Explanation:

          Agenda/Topic of Discussion: GSL
          Location of Meeting: 32-G9
          Number of MIT Students: 25-30
          

  You should adjust the number of students according to your best estimate.
• If you spent money on transportation, add another line item by clicking "Add Line" and enter the same date of service and cost object but use G/L account 421600 (transportation). Enter a brief explanation (eg, "taxi to buy groceries").
• Hit the save & continue button and attach the PDF you generated in the first step.
• Hit the Send-to button and send it to Tracy Nash.

Third. Print out the form from your browser (which includes the RFP number), staple it with all your original receipts, and physically bring that to Tracy Nash in CSAIL HQ (32-G340) so that he can process your refund.

You should be reimbursed within 3-4 days of handing off the receipts.