Expense Reimbursement

New Request for Payment (RFP) Process

MIT is launching a new process for submitting RFPs that uses an online tool to process requests for:

• Faculty, staff, and students
• Payments to suppliers that don�t require a Purchase Order
• Taxable payments for speaker fees, honoraria or awards

Once approved, the reimbursement or payment will be deposited electronically in the payee�s bank account on file, unless a check is specifically requested by the reimbursee, the payee is a non-MIT employee, or the reimbursement is going to an outside vendor.

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Requesting a reimbursement

MIT's online tool for reimbursements can be reached at the following links:

• Reimbursments payable to self
• Reimbusements for another payee

Instructions for use

MIT has provided quick cards for each of these processes to help users navigate the system. For help submitting an RFP payable to yourself:

• RFP Payable to self (PDF)

For help submitting an RFP for a payee other than yourself:

• RFP Payable to others (PDF)

Select �Reimbursement� when reimbursing students or employees for out of pocket expenses (office supplies, monthly telephone expenses, business meetings, memberships, dues, subscriptions, etc).

Select �Payment (taxable)� when paying external vendors for taxable services (honoraria, speaker's fees, or when paying non-employees for awards, etc).

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After you submit

RFP forms
Once the RFP is completed, please forward the form to the financial assistant you work with in G422. If you are unsure who this is, please get in touch with your fiscal contact at CSAIL or your group�s administrative assistant.

Receipts
During the process, you will be asked to scan and upload your original receipt or backup documentation into the system. For the first year of this new process (through June 2011), please bring the original receipt to the person you forwarded the RFP to electronically. We will need to keep this on file for auditing purposes but hope to eliminate this step after we have been through a full audit cycle at MIT.

RFP Status
If at any time you wish to see the status of an RFP you submitted, or wish to view an RFP on a cost object to which you have access, you can do a search using the "Find RFP" link located on the bottom lefthand side of the SAP Procurement site, or by using the �Track My Reimbursements� link on the SAP Self Service site (link located on the lefthand side of the page) when looking at RFPs where you are listed as the payee.

Resources

• CSAIL Administrative Personnel and Groups
• CSAIL Fiscal Personnel
• MIT RFP Policies
• Reimbursments payable to self
• Reimbusements for another payee
• RFP Payable to others (PDF)
• RFP Payable to self (PDF)

If you have any questions or problems when submitting an RFP, please send an inquiry to your fiscal contact in CSAIL HQ.