Get Reimbursed

General Guidelines

  • Follow the instructions on this page. If not, your reimbursement may be delayed or might not be processed. If in doubt, please contact the current club treasurer.
  • Most of what we can and cannot purchase/reimburse come from the Student Activities Office and are non-negotiable. Make yourself aware of these by reviewing this page BEFORE purchasing any items for the club, and do not ask the treasurer to try to skirt these rules.
  • To get reimbursed, you must submit 1) an itemized receipt and 2) proof of payment. Proof of payment can be i) a receipt or ii) a bank statement showing the charge as a line item and your name.
  • KEEP ALL RECEIPTS UNTIL REIMBURSED!! Without receipts, you CANNOT be reimbursed. (Pro tip: Easiest way to avoid forfeiting your reimbursement is to take a photo of your receipt using your phone as soon as you get the receipt.)
  • For Amazon orders, you must submit the final order details, which you can 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 exempt from sales tax. Use the ST-2 and ST-5 forms here (MIT certificates required) if vendors require proof of exemption. If you do not have MIT certificates installed, please contact the club treasurer and ask her/him to send you a copy.
  • DO NOT pay more than $1000 for computers/software or $5000 for other items. Large purchases must be made with requisitions. Email the treasurer before placing large orders.
  • If you are paying a single individual (e.g., speaker, presenter, professional repair personnel), you may need the payee to fill out a W-9 form ahead of time.

Questions? Contact the club treasurer.

To Get Reimbursed

Email the treasurer with the following information:

  1. Include in your email to the current club treasurer the following information:
    • Full Name, Transaction Date, Description, Amount, Category (what the purchase was for, e.g., workshop, presentation, meeting, travel expenses, etc.), Your Mailing Address (for where the check should be sent)
  2. 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.
  3. If you have physical receipts, write your name on the receipt(s) and scan a digital copy. Ensure that the size of each image is <2 MB. Attach these scanned receipts to your email and send to the treasurer.