Questions? Contact mitoc-trez@mit.edu.

Spending Money on MITOC's Behalf

To spend money on MITOC’s behalf:

1. Ensure that your spending is added to this year’s budget (by vote of MITOC’s Executive Board) or falls under valid discretionary spending.
2. Make your purchase.
3. Record your purchase here. If applicable, this triggers the reimbursement process.

1. Budget Approval

All spending (with the exception of discretionary spending, see below) must be approved by vote of the Executive Board and recorded in the budget. The Treasurer cannot reimburse non-approved or over-budget spending. Most spending is voted on during the annual budget meeting in June. To request a new budget item outside this meeting, email mitoc-bod@mit.edu with a spending amount and purpose.

Discretionary Spending

Each Advisory Board position (ski chair, desk captain, etc.) oversees up to $100 of discretionary spending per month. If a position is shared between multiple people, they share a single spending cap. Discretionary spending may be used for incidentals like spare parts, repair tape, etc. The Treasurer approves discretionary spending. If you are unsure whether something is valid discretionary spending, email mitoc-trez@mit.edu to ask.

2. Purchasing

Most purchases are made using personal credit cards and then reimbursed. However, there are a few exceptions:

• Large Purchases: Purchases over $1000 for computers/software or $5000 for other items must be made with requisitions.
• Amazon Orders: Use Coupa/Buy2Pay.
• Travel: Travel can only be reimbursed after the trip concludes.

Keep your receipts. Do not make cash purchases. For food, reasonable tips can be reimbursed.

Shipping

Ship everything to MIT, not a personal address. Use the following address:

SAO MIT Outing Club (MITOC)
84 Massachusetts Ave Room W20-500
Cambridge, MA 02139

Note that you may also purchase things in-person at a store.

Sales Tax

When making purchases for MITOC, never pay sales tax, as it cannot be reimbursed. Instead, use MIT’s ST-2 and ST-5 forms to ask vendors to remove sales tax.

Choosing a Vendor

Be as frugal as possible with MITOC’s money. This means:

• For Gear: Email vendors to ask for wholesale pricing or buy discounted gear.
• For Food: Shop at Market Basket, Costco, etc.

3. Recording Purchases (and Getting Reimbursed)

All purchases—even those that do not require reimbursement—must be recorded using this form. To get reimbursed, submit your purchase to MITOC using the form.

Looking for the old reimbursement form? Please use the updated form, even for expenses from before July 1, 2026.