Get Reimbursed
General Guidelines for Reimbursement
- Follow the instructions on this page carefully. If not, your reimbursement may be delayed or we will be unable to process it. If in doubt, email mitoc-trez@mit.edu.
- KEEP ALL RECEIPTS UNTIL REIMBURSED!!! If you do not have proof of payment, you CANNOT be reimbursed.
- To get reimbursed, you must submit an itemized receipt showing a zero/paid balance. If you do not have this, and invoice/receipt showing the items purchased AND a proof of payment (such as a credit card statement) will suffice.
- For Amazon orders, the receipt must show that the item has already shipped. This can be found under Your Account » Your Orders » Invoice AFTER the order has shipped.
- Avoid cash.
- All receipts should be in USD. If not, include screenshots of official conversions to USD.
- Tip can be reimbursed with proof of payment.
- Sales tax cannot be reimbursed; however, purchases made on MIT’s behalf can be exempted from sales tax. Use the forms here (MIT certificates required) if vendors require proof of exemption. MITOC has tax exempt accounts with many large outdoor vendors.
- DO NOT pay more than $1000 for computers/software, or $5000 for other items. Large purchases must be made with requisitions. Email mitoc-trez@mit.edu prior to placing large orders.
- If you are paying a single individual (e.g. a speaker), you may need the payee to fill out a W-9 form ahead of time.
- If you are requesting a travel reimbursement (rental car, campground reservation etc.), MIT will only process the reimbursement after the dates of your trip. If you can’t wait that long, contact mitoc-trez@mit.edu before paying to have MIT pay the vendor directly.
Questions? Contact mitoc-trez@mit.edu.
Payee registration (non-MIT affiliate)
If you don’t have access to the MIT Atlas app, you need to be set up as a payee in MIT’s reimbursement system first. Email mitoc-trez@mit.edu with your full name and preferred email address to start the registration process.
Note that the registration process can take up to a month. To make sure you’re reimbursed quicker, you can start the registration process before doing things that require reimbursement. The registration expires after 18 months.
(Note that this registration will not give you access to the MIT Atlas app, but it will allow the treasurer to select you there as a payee. After registration, follow the instructions below for “no MIT certificates” to get reimbursed.)
To Get Reimbursed
- Fill out this form. Remember to subtract sales tax if included.
- Ensure you have i) an itemized receipt and ii) proof of payment. Proof of payment, if not on the itemized receipt, can be a credit/debit card statement with everything except your name and the transaction in question removed.
- If you have physical receipts, write your name on the receipt(s) and scan a digital copy. Ensure size of each image is <2 MB.
- Follow the specific directions below:
Pay the course cost in full (to the provider, not MITOC).
For a subsity, email mitoc-trez@mit.edu listing the course you will be reimbursed for & links to the led trips being used for the subsity. Then follow the directions on this page for “Other non-travel” that applies to you.
For desk credit ‘payment’, the treasurer will reimburse you for the specified amount in the google form. Follow the directions on this page for “Other non-travel” that applies to you.
Ensure you have access to Concur.
- Create and fill out a report using the MITOC cost object/account: 2720209. Attach copies of all receipts, but DO NOT SUBMIT YET. For personal vehicle mileage, include a Google Maps printout of the route for mileage (gas receipts are not accepted).
- Generate a Detailed Report with Allocation Summary from the Print/Email dropdown and send to mitoc-trez@mit.edu.
- Treasurer will reply with a signed approval form, which should then be attached to Concur report and submitted.
Personal mileage can be reimbursed using Concur, however, that reimbursement rate is determined by the IRS standard mileage .
If you do not have access to the Concur reporting tool, you must fill out a travel voucher and send to mitoc-trez@mit.edu, with all receipts attached. For personal vehicle mileage, include a Google Maps printout of the route for mileage (gas receipts are not accepted).
- Go to the MIT Atlas app and click on the “Payments & Reimbursements” rectangle. Under “Reimbursements” select “New Request” and “Myself”.
- Add a scanned image of the itemized receipt(s) and proof of payment. If the receipt does not have proof of payment, a statement with everything but the name and transaction whited out is acceptable (but not preferred).
- Add line items for each receipt with the amount to reimburse and a brief description.
- In the amount box, be sure to subtract sales tax for all items.
- Include a description of the expense and if it came out of a discretionary budget. For food reimbursements, include what it was for and roughly how many MIT students/affiliates/others attended. You can link the trip page if it was for an official trip.
- You can leave the G/L Account and Cost Object values empty.
- Select “send it for review” and select the current treasurer (see the list of current BOD members if you aren’t sure who that is) as the reviewer.
Ensure you’ve been registered as a payee (see “Payee registration” above) within the last 18 months.
Email receipt(s) scan(s) (itemized and with proof of payment) to mitoc-trez@mit.edu, along with:
- A description of what reimbursement is for. If reimbursement request is for food for a meeting, include roughly how many MIT students/affiliates/others attended
- A mailing address for the check
We offer need-blind financial aid to any MIT student, upon request.
Do NOT pay trip/rental fees. Leaders & desk workers will waive them upon request. To receive financial aid for gas/travel:
- After your trip, pay your driver/trip leader. Ensure that you keep a proof of payment (screenshot of venmo/zelle payment). MIT will not reimburse cash payments.
- Request a reimbursement from MIT. Submit a request through the MIT Atlas app, following the instructions on the the “Other non-travel (e.g. gear, food) - with MIT certificates” tab, above.
- Do NOT submit a travel requst (Concur).
- Attach two “receipts” to the Atlas reimbursement request.
- Download and fill out this invoice form.
- A proof of payment (screenshot of venmo/zelle payment). The payee on the invoice must match the payee on the proof of payment.