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Submitting a RFP for BrainTrust

Submitting a RFP for BrainTrust. What is an RFP?. Stands for “Request for Payment” Form used to reimburse students for out-of-pocket expenses for clubs, organizations, etc. To be filled out by:

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Submitting a RFP for BrainTrust

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  1. Submitting a RFP for BrainTrust

  2. What is an RFP? • Stands for “Request for Payment” • Form used to reimburse students for out-of-pocket expenses for clubs, organizations, etc. • To be filled out by: • BrainTrust members that need to be reimbursed for buying/paying for club-related expenses using their own pocket money

  3. How To Fill Out an RFP • 1) go to http://web.mit.edu/sapweb • 2) Select the Purchasing tab • 3) select Reimbursement Preferences on the left side barto choose how you’d like to be reimbursed and then hit Save • If you do not set any preferences, by default, you will be reimbursed via a direct deposit to your payroll direct deposit account • If you don’t have a payroll direct deposit account, a check will be mailed to the home address listed in your HR/Payment file • 4) select Reimbursement on the side bar

  4. How To Fill Out an RFP (continued) Fill this bubble • 5) select that you are an MIT payee • 6) enter your name and click Search • 7) click your name from the search results • 8) leave the field of Charge to: MIT as it is • 9) for Name this RFP, type in “BRAINTRUST- 2720057 - (payee/your name)” • ex. BRAINTRUST-2720057-John Doe

  5. How To Fill Out an RFP (continued) • 10) enter the Line Items information • For Date of Service: enter the date that the service was rendered, or product was purchased • If the request covers a range of dates, enter the last date in the range • Leave G/L Account and Cost Object fields blank • For Amount, enter the total amount of all the out-of-pockets expenses from all of your receipts • Enter a detailed Explanation(description) of the goods bought or services received,along with the rate of payment

  6. How To Fill Out an RFP (continued) • 11) If desired, add a Note to the Central Office that will be visible to the treasurer, SAO, and Accounts payable • 12) Click Save and Continue to create a record of your RFP in SAP (it will now be assigned an RFP number) • 13) A message indicating your RFP has been “parked” should show up; this means your FRP has been created, but still needs to be approved

  7. Attaching Your Receipt • 14) Click Choose File or Browse to select the file of your scanned receipt (supported image types include: .jpg, .txt., .gif, .pdf, .tiff, and .bmp) • *NOTE: if you do not desire to attach your receipt at this time, click Cancel and you may attach it at a later time. However, your RFP will NOT be reviewed until all scanned receipts are attached • 15) Click Attach and then View Receipts to review and check that you have attached the correct files • 16) After reviewing all information and checking that everything is correct, click Send To and then type in either “Jane W. He” or “Khristian Bauer-Rowe”, add a note (optional), and then hit Send

  8. Waiting for the Reimbursement • For direct deposits, the amount you are being reimbursed will be in your account the morning after the RFP has been approved • Mailed checks will be sent on the second business day after RFP approval • Checks for pick-up will be ready for pick-up on campus the second business day after approval

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