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Information and Procedure

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Ensemble events include Picnics, Large Events (Laser Tag, Bowling, Karaoke). Ideally, the ensemble should not spend much more than $500 on these things per semester. For example, spending $400 on EnsemBALL and $100 on Karaoke is reasonable. Spending $450 on EnsemBALL and $200 on a picnic is also reasonable. Spending $500 on EnsemBALL, $200 on a picnic, and $100 on Karaoke is probably too much. In many cases, this may require that events be partially subsidized. The easiest way to do this is to have someone pay the full cost and then get reimbursed in part by attendees (in cash) and in part by the ensemble.

Paperwork

RFPs

Make sure people give you their physical receipts as well as proof of purchase. MIT does not reimburse tax or alcohol.
Neil, could you please update this section?

Director Stipends

RFPs are pretty straightforward; go to atlas.mit.edu and go to Buying > Reimbursement. For each set of items you want reimbursed, fill out the payee name; for each item, fill out date of service, cost object (2720525 for Finboard expenses, 2720524 for everything else), and cost (tax not included). These items should all be on the receipt(s). You'll also want to have an electronic version of the receipt(s) to attach to the RFP. When you're done, submit the RFP to Student Activities Office (mmango). Then, print the confirmation, staple it to the receipt(s), and drop it off at the SAO office on the fifth floor of the student center.

The receipt needs to have a few properties.

1. The receipt must have proof of purchase - some indication that the charge was actually paid. This can be the last four digits of a credit card number, or an indication that you paid cash.
2. The receipt must be itemized - although SAO doesn't seem to care quite as much about this one.

 Obviously, MIT does not reimburse alcohol.

Director Stipends

This process is pretty awful, and you'll want to start early so your director can get paid in a timely fashion.

First, you need to fill out an Employment Agreement form (found on the SAO website) and submit it to SAO. You then need to pay a visit to MIT's HR offices, in the bizarre location seen on the map below. You'll need to schedule a meeting for your director with an MIT HR representative; they'll have to fill out an I-9 and W-4 and bring them to the meeting.

Our standard rate of payment is $200/week.

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 Make them an MIT employee. Exactly as annoying as it sounds.
Neil, could you please update this section?

Finboard Applications

Neil is quite good at these.
Neil, could you please update this section?