Non-Travel Reimbursements

General Reimbursements

Any out-of-pocket expenses associated with activities within the Cambridge/Boston area, or inside of a 50-mile radius of your home base for those working remotely, are considered general reimbursements. Examples can include: 

• Taxi expenses from meetings or conferences in your area

• Purchasing lunch/coffee during an interview or buddy meeting 

Please check with Sarah Orzalli in advance to see if your purchase qualifies for reimbursement. NOTE: For financial best practices, we can only approve reimbursements submitted within a one month window from the purchase being made. 

Instructions for General Reimbursement Process 

1.  A new app is available via the Atlas Apps website or via the mobile apps (iOS, Android, macOS, Windows). Download here: https://apps.mit.edu/  

2. Once you’re in the App select "Payments & Reimbursements"

3. Select "New request"

4. A pop up will appear that asks the type of Reimbursement, select "Reimbursement"

5. Another pop up will ask "Whom should be reimbursed?", select Myself 

6. Upload your receipt by selecting "Add a receipt"

7. Select "Add a line item", fill in the date of service, amount, and business purpose.

   • In the "business purpose" section, please include the reason for the expense, if it was related to any initiatives/projects, and any attendees (both MIT employees and non-MIT employees). 

8. Leave the “G/L account” and “Cost Object” blank, these will be filled in by the reimbursement approver

9. If the charge is being split across two projects you select "Add a split"

10. If you have a second charge to be reimbursed for, please click “Add Line” and follow steps 6-9 again

11. Once you’ve added all of the expenses, please disregard “Note to Central Office” and click “ Continue” 

12. A pop up will appear that says,  selected "Send if for review" . Click "add someone to help" Search Torey Hart,  'Torey Hart' will pop up, please select. You can also opt to send Torey a note about the reimbursement if needed. 

13. Click “Send”

Notes and Reminders

• You must include an itemized receipt for all reimbursement requests. 

  • MIT does not accept bank statements in lieu of receipts. If you lose a receipt, please contact the business in order to see if they can send you an electronic copy of the receipt. If they are unable to do so, please follow up with Torey Hart.  She will provide further guidance. 

• If the expense is for a meal, please list all of the attendees, the reason for the meeting, and attach an itemized receipt. You will not be reimbursed for any alcohol purchases.

• MIT does not typically reimburse for sales tax. When making a purchase, please let the vendor know that you are making a purchase on behalf of a tax-exempt organization and make an attempt to have the tax waived. MIT's tax exempt documents can be found here.