S

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: BrainTrust members that need to be reimbursed for

buying/paying for club-related expenses using their own pocket money

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 bar to 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

How To Fill Out an RFP (continued)

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

Fill this bubble

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

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

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

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