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/sapwebhttp://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

4. 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

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