Dinners and coffees will be back soon!
Get ready and get excited, because you can take a member of the MIT faculty out to a nice dinner or coffee, reimbursed by the UA. Don't miss this opportunity to interact with your favorite professor!
Please register your dinner before attending. Dinners that are not registered before they occur will not be reimbursed.
IMPORTANT INFORMATION For Both Dinners and Coffees
A group attending a dinner must consist of 3-6 undergraduate students per professor
A group attending a coffee must consist of 1-3 undergrads per professor.
We will not reimburse dinners that are not pre-registered
Students should pay for the dinners and request reimbursement. Please do not have your professor pay upfront for the dinner— we cannot ensure reimbursement for professors in a timely manner.
Each student can be reimbursed for either one dinner + one coffee or three coffees per semester. Note: if one or more of your registered attendees does not come, let us so so that they may participate in another dinner.
There is a $20/person limit for reimbursement for dinners and a $6/person limit for coffees. Dinners or coffees costing above that will be reimbursed at the limit.
We cannot reimburse alcohol.
We do reimburse tips and other fees.
Make sure to show your tax-exemption certificate at the dinner, so that you do not get taxed. We cannot reimburse any taxes charged.
Make sure that you request and keep a proof of payment and an itemized receipt. (More information in detailed instructions.) Otherwise, we will likely not be able to reimburse you.
Submit one reimbursement with one student to be reimbursed.
Your paperwork should be fully submitted by May 17, 2018 to be reimbursed.
Any paperwork submitted after May 17, 2018 might not be reimbursed by the end of the semester.
We now require only electronic paperwork. We reimburse dinners and coffees only when all relevant paperwork is submitted and correct.
1. Form a group of MIT Undergraduates
Graduate students are welcome, but they cannot be reimbursed by the UA.
If some of your party cannot attend, the group that goes to dinner or coffee still must be between 3-6 MIT undergraduates (for a dinner) or 1-3 undergraduates (for a coffee).
2. Talk to your favorite MIT professor
Contact your professor (must be faculty or lecturer, not a TA) and schedule a date for the dinner or coffee. Professors can go on as many dinners/coffees as they'd like, so don't worry if someone as already talked to them.
Not certain how to reach out to a professor? No worries! Here is an example:
Hi Professor Rosa,
My name is Ben Campbell, a student in your Non-Linear Equations class. A couple of students, including myself, Jill __, Choi __, Kianna __, and Fisher __ were wondering if you are interested in having a free dinner with us through the UA Student-Faculty Dinner Program. We have enjoyed your class so far (especially your discussion on the Monty Hall problem), and would love to get to know you more outside of the classroom. Let us know if you are interested so that we may find a time that works best!
3. Pick a date before May 17, 2018 that works for everyone
Once the professor gets back to you with an affirmation, find a date and time that works for everyone.
The following tools may be helpful:
4. Register the Dinner or Coffee
Fill out the following forms to register for a dinner or coffee. We will only reimburse dinners and coffees that have been registered beforehand. Each student can be reimbursed for either one dinner + one coffee or three coffees per semester.
5. Fill out tax exemption paperwork
Make sure to fill out and present MIT's ST-2 certificate and ST-5 form at the dinner, so you won't get taxed. We cannot reimburse any taxes.
6. Enjoy your dinner or coffee, and collect your receipts
Request an itemized receipt. It must include the restaurant name, each item and its price, and date of service.
Be sure to also get the proof of payment (which may be part of the itemized receipt).
Don't forget the tax exemption form!
If you pay in cash, you must have a receipt from the restaurant stating that you paid in cash, in addition to the itemized receipt.
7. Thank your professor
Maybe a thank you card is in order.
8. Get reimbursed
Within a month after the dinner, follow these steps below to get reimbursed.
Reimbursements will take up to two weeks after submission of all paperwork, if directions are completely followed.
Incorrectly filled or incomplete paperwork will be delayed until all missing items are submitted.
What if I forget to ask for an itemized receipt or a proof of payment?
In this case, you will have to contact the restaurant to obtain a copy. They will probably have a record of your order.
In the case of a proof of payment, you may alternatively submit a screenshot and print-out of your bank statement demonstrating that the meal has been paid. However, we do prefer a proof of payment from the restaurant.
1. Scan your itemized receipt and proof of payment
Scan your itemized receipt and proof of payment as JPEG or PDF file(s). Make sure the receipt is flat and all purchases are clearly visible. While you no longer need a physical receipt once your picture is uploaded, we still recommend you hold onto it until you are reimbursed.
2. Create a reimbursement request
MIT Atlas ► FULL CATALOG ► My Reimbusements ► Request a Reimbursement For Me
3. Fill out the form
Fill out the form with the following information:
Charge to: MIT
Name this RFP: Student Faculty Dinner
Date of service: (The date of the dinner)
G/L: 421000 Meeting: Food & Beverage
Cost Object: 2721340 Student/Faculty Dinners
Amount: (Total amount to be reimbursed)
Explanation: (Professor's name, dinner location, number of students, Kerberos usernames of students)
Click "Save and Continue"
4. Attach Documents
Attach all receipts and proofs of purchase (from step 1) with the ‘Attach Receipt’ button at the top and bottom of the webpage.
Double-check everything and click the "Send To" button.
5. Send RFP
Under “Recipient's Name,” enter “William Phu” and click “Search”
Select the entry with email@example.com, and click “Send”
Note: If you click on an RFP that you already sent, it will return to your inbox, and you will have to send it again. We advise double-checking when you turn in your paperwork.
For general questions, email firstname.lastname@example.org
For questions regarding reimbursements, email email@example.com
In your email, start the subject line with "UA DINNER:"