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Student Activities Finance Office (SAFO)
Frequently Asked Questions (FAQs)

Listed below are some of the most commonly asked questions. This not an exhaustive list and we welcome additions. Contact funds@mit.edu if you have any suggestions.

For your convenience, the questions are ranked from the Group Members' point of view, to the Financial Signatories to the Treasurer.

Where can I get forms?

You can get any of our forms online or grab paper copies at W20-549 during the business day and after office hours.

How do I know what form to use?

Is the green form the same for main and funding?

No. The green form is for expense transactions on main or reserve accounts. Funding account expense transactions must be processed on either the blue Finboard voucher or the white GSC voucher.

The voucher used determines how the transaction is processed, regardless of the account number indicated.

How do I find out who the Signatories are for my group?

All group information is maintained in the ASA database . You should also ask your group Treasurer who are authorized and trained Financial Signatories for your group.

What is the address and Phone number for the office?

MIT Student Activities Office (SAO)
84 Mass Ave., W20-549
Cambridge MA 02139
ph: (617) 253-6777
fax: (617) 253-8391

What are the hours of the office?

Academic year hours: M-F 9am-5: 30pm
Summer hours: M-F 9am-5pm

Why didn't I get my full reimbursement?

This question mostly comes up with funding account reimbursements and could be due to a couple of things

1. Tax was taken off the total requested. Both the GSC Funding Board and UA Finboard will not reimburse for tax.
2. The amount requested exceeded the amount remaining or amount allocated within that category. You should check your funding account balance. If your group has extra funding either from a funding appeal or in your main account you can submit a new voucher for the remaining reimbursement along with a copy of the on file in W20-549.
3. It could also be due to the fact that the Financial Signatory authorized this amount. If this is the case you will need to talk to your group to find out why you did not get a full reimbursement.

Who do I talk to if my reimbursement got rejected?

If a voucher is rejected, the payee and Financial Signatory will be notified via email of the rejection and the reason for it was rejected. They will also be instructed on what steps to take to fix the voucher and get a check.

Additional questions may be answered by stopping by our office or emailing funds@mit.edu

When will I get my check?

Vouchers received by 1pm on a business day, with all the appropriate supporting documentation will have a check issued within 48 business hours. However, funding board vouchers may take a little longer due to multiple staff members involved in the review and processing of these transactions. If you have extenuating circumstances speak with the Assistant Director of Student Activities.

If a voucher is incomplete you and the Financial Signatory will be notified as to what needs to be fixed before a check can be issued.

Where do I pick up the check and how?

The Financial Signatory who signed off on the voucher, or the payee may pick up the check from SAO front desk with their MIT ID or other valid photo ID. Another person may pick up a check if we are notified in advance (contact funds@mit.edu or write a note directly on the voucher itself.)

Can I have someone else pick up the check for me?

Yes, if you arrange for it in advance. Either indicate it directly on the voucher for check distribution or contact funds@mit.edu indicating that someone else other than the payee or Financial Signatory will be coming to W20-549 to pick up the check. Please make sure that they know the group that is paying for the expense and they bring their photo id.

Can the check be mailed?

Yes, this must be stated on the voucher by completing the 'mail to' box on the right hand side.

We strongly recommend that checks be picked up from our office due to the fact that mail may be delayed, unpredictable or unreliable. We are not responsible for lost, stolen or late mail once it leaves our office.

How do I hire a DJ? A band? A speaker?

• Whenever you want to hire someone to perform a job for your group they will need complete an MIT contract and the payment must be issued directly to them from SAFO.
• If they are an MIT student we need their social security number and permanent mailing address included with their expense voucher. If they are not comfortable giving you this information have them contact SAFO directly with it.
• For all non-MIT service providers they need to complete a contract prior to the service. (http://web.mit.edu/slp/money/contracts.shtml )

The original contract should be submitted along with 2 copies. One copy is submitted with an expense voucher to get the check issued and the second copy is submitted with the original to an SLP staff member to obtain an authorized MIT Agent's signature.

Who do I talk to if there is a problem about reimbursements?

Email funds@mit.edu. Please make sure to give us all of the details so we can pull up the information and related voucher. We recommend that you'll cc your group's Treasurer or the Signatory who signed and submitted the voucher, so they can follow through.

What if this receipt is in foreign currency?

1. Reimbursements can be processed only if you:
2. Translate items on the receipt into English.
3. Convert the foreign currency into the US amount. Print out from web page for the rate you used to convert the expense to US dollars and attach to the receipt and expense voucher.

SAFO checks are only issued in US dollars. If you have a need for a check drawn in foreign currency contact funds@mit.edu at least 12-15 days in advance of the date you need it along with your supporting documentation and we can request a special check through MIT Accounts Payable.

Can I staple multiple receipts to one voucher?

Yes, as long as the reimbursement is for the same person, related to the same event, and under the same G/L category (e.g. refreshments for study break for Sally Seashell.)

Can I get money given ahead of time? How can I get invoices paid directly?

1. Checks may be made payable directly to a company . A check can be cut directly to a company either before hand or after the fact if SAFO is provided with a written quote or an invoice. We advise that you include the invoice or other reference information from the bill in your voucher description to ensure proper credit for the payment.
2. Some companies even accept purchase orders as form of payment. A purchase order would need to be set up prior to placing the order for the materials or service and an invoice needs to be given to SAFO for payment after the materials or service has been delivered.
3. A Cash Advance is available to groups to use twice a semester as an option of last resort.

Where can I find out my group's account number(s)?

Account numbers are listed in the ASA database and if you have access and authorization in the SAPweb student group reports. Financial Signatories may stop by our office to get their group's account number(s). If you are not a Financial Signatory, contact your group's Treasurer for help.

How do I see transactions and balances for my group's account?

1. First, you must request access
   
   Once authorization is granted it takes 24hrs to activate in the MIT system. Authorization expires on June 30th. If a Signatory continues they will need to renew their Roles authorization again.
   
2. Once you have access you can use the reports on http://web.mit.edu/sapweb/PS1/reporting_home.shtml
   
3. Information on how to read the reports is available at http://web.mit.edu/slp/money/reports.shtml
   
4. Please report any discrepancies quickly to funds@mit.edu so we can investigate and help you resolve the issue.

Is there a way to train financial officers?

During the academic year SAFO offers large group financial trainings at predetermined dates each month. Otherwise individual training sessions are available upon request - please contact funds@mit.edu to make arrangements. We also expect that group Treasurers will provide basic training to Financial Signatories.

Can I get a copy of an old voucher?

SAFO keeps records for the previous 7 academic years and signatories may access the old files. Contact funds@mit.edu to request an appointment. Files are kept in archives and may take a day or two to access.

Can I split an expense between my main and funding account? Can an expense between two groups or another MIT account?

Yes. You will need to submit two separate vouchers for each account. The original receipt should be submitted with the funding board voucher and a photocopy should be attached to your main account voucher.

It is critical that the photocopied receipt clearly state where the original is so we can follow-up to confirm the partial payment.

How do I make a deposit? Do I need to deposit money into the group's account?

All money collected on behalf of your group (ticket sales, dues, product sales, etc.) MUST be deposited into your group's main account. If you are co-hosting an event with an outside organization you can split the proceeds after they are placed into your internal account and all expenses are paid.

Deposits are processed in the MIT Cashier's Office (rm. NE49-3077.) Students may drop deposits off deposits for small amounts of cash or checks in W20-549 and we will take it over the next time we go to the Cashier's Office.

For all large cash deposits, collection of money at night or over the weekend student groups should request a Night Deposit bag and key. You will need to come into the office in advance to get this.

Which is faster, check or PO?

Purchase Orders can be faster when they are set up in advance to cover expenses throughout the entire year. This requires pre-planning, but in the long run saves time for everyone involved.

If a purchase order has not been set up a check is faster when you provide the proper documentation

How can I add and/or update group Signatories?

The group's president and Treasurer are the only ones with authorization to change/update group information in the ASA database including list of Financial & Reservation Signatories.

What do I need to do to give a donation to a charity?

Student groups can give donations to outside non-profit organizations with funds that they raise independently from the Institute (funds cannot be from student government allocations, grants from any departments or donations.)

To give a donation you need to submit an expense voucher along with

1. A copy of the non-profit organizations mission statement (usually a printout from their web page, brochure or letter from the organization.)
2. Their Federal Tax Identification number
3. Student Activities Charity Form (Collection form) attesting to the fact that the funds were raised independently from the Institute.