As an Edgerton-supported club or team, you have access to a wide range of resources. To ensure that all clubs and teams can make full use of these, we ask that you use them responsibly and observe guidelines.
Funding, purchases, tax-exempt status
Applying for funding through the Edgerton Center
Using an MIT Procurement Card
Edgerton Center–sponsored teams are eligible to have an MIT Procurement Card issued to up to two team members. They must be responsible individuals and be willing to do most of the purchasing for the team. The sharing of this credit card is strictly prohibited. Having a student credit card is not only a convenience but a privilege, and should be treated as such.
In order to ensure this privilege continues, the following rule must be observed: original receipts for purchases made with your MIT credit card must be submitted to Sandi Lipnoski within one week of making the purchase. If you wish, receipts may be submitted electronically to Sandi Lipnoski (email@example.com) or by mail to room 4-408.
Be sure to include your team name on each receipt, so they may be charged to the proper cost center. Follow the Procurement Card user’s guide when making Visa purchases:
- No radioactive substances, controlled drugs, firearms, or ammunition
- No software (except standard shrink-wrap software)
- No furniture
- No entertainment expenses
- No chemicals in quantities larger than four-liter sizes
- No flowers, plants, or gifts
- No equipment purchases, rentals, or leases
- No alcohol
- No personal items
- No travel expenses of any kind. This includes rental cars, hotels, food, and gasoline when traveling out of the Cambridge area. The card can be used for gas within the state of Massachusetts.
Failure to comply may result in the removal of MIT Procurement Card privileges.
- Major recruiting events and annual elections meetings (where food may encourage voter turnout)
- Occasional intensive work days (e.g., a large fraction of the team comes into the lab for eight hours on a Saturday to work on the project)
- A few events (one–three) each year aimed at supporting team spirit
When making a food purchase, the receipt must be accompanied with a slip of paper giving the following information:
- Date of event
- Food vendor
- Reason for event
- Number of people and their names
The purchase of alcohol will not be reimbursed.
Getting sales tax waived
The Edgerton Center will help you plan for trips to competitions and events. The advantages of using this resource are plentiful, but you must directly charge airline tickets to an MIT Travel Card, so your personal credit card is not involved. Keep in mind, if you make airline reservations and charge your credit card for several members of a student club or team, you are taking a risk. Rarely does MIT Travel issue a reimbursement for airline tickets not used. If you pay for someone’s airline ticket with a personal credit card, and that person does not travel, you are taking the risk of being stuck with a large credit card charge and little chance of getting it back. If everyone is responsible for their own travel expenses, the chances of them not attending are lower.
MIT has travel agencies set up specifically to assist in student and staff travel. When making travel reservations through one of these travel agencies, please be sure to use an MIT Travel Card. The reservation will be charged directly to that card, and settled at the end of the trip. These travel agencies have agreements with several airlines for flight discounts. If you plan ahead and do not wait until the last minute, it will be beneficial.
Before travel is approved by the Edgerton Center, risk-acknowledgement forms, emergency contact Information, and a copy of the traveler’s passport (if international travel) must be on file. Please contact Sandi Lipnoski (firstname.lastname@example.org) for an electronic file of these forms. A travel-expense voucher must be completed in Concur at the end of each trip, regardless of whether MIT paid for your airline tickets or you paid for them yourself. Please bring your boarding passes and complete itinerary showing class of ticket, cost of ticket, and travel details to Sandi within one week of travel. No travel expenses will be reimbursed without this itinerary information. While at an Edgerton-sponsored event, if the team has the resources, it may choose to cover some of the costs team members incur on the trip. However, individual team members will be expected to cover certain expenses on their own.
Allowable expenses while traveling
Expenses allowed while traveling:
- Event registration fees
- Rental car and gasoline
- Mileage on your personal vehicle × 0.50
- Ground transportation (e.g., taxi, bus)
- A team meal, or up to $200 in groceries per week
Expenses not allowed while traveling:
- Personal items and expenses
- Individual daily food expenses
- Entertainment (movies, health clubs, etc.)
If you have any questions about what you are covered for by MIT Insurance, contact:
Contact information while traveling
Please be sure to have our contact information with you, and to give it to your family and to others who may have concerns or questions. Also, be sure to use us as points of contact if your plans and arrangements change, so others will be able to contact us to find out about those changes.
Your primary contact while on club or team travel is:
Sandi Lipnoski, Administrative Officer, Edgerton Center
77 Massachusetts Avenue 4-408
Cambridge, MA 02139
If there is an emergency and Sandi is not available, contact the dean on call through Campus Police at 617.253.1212.
Medical insurance while traveling
MIT students are covered by the MIT International SOS (iSOS) program. Note that this program will only cover expenses that have been agreed upon with the insurer before treatment is given. To get authorization for expenses, call your closest calling station:
You may also be covered by your medical insurer for emergency medical treatment while outside the U.S.
It is your responsibility to check the provisions of the iSOS program and your personal medical-insurance policy and determine if they are adequate for your project location and activities. If you think you need more insurance, it is your personal and financial responsibility to purchase it. STA in the Student Center is one source of travel insurance.
Note that MIT insurance does not cover you for items such as lost and stolen luggage.
Working with sponsors
MIT's policy on sponsors
Working with sponsors and raising funds for your team can help your team realize its goals. Edgerton Center staff can assist you in these efforts so feel free to reach out to Peggy Eysenbach, Development Officer.
Sponsorship agreements must be approved by MIT's Office of Legal Counsel and/or the Technology Licensing Office. Pease reach out to Camilla Brinkman, Communications Administrator and Sandi Lipnsoki, Administrative Officer when you have an agreement in the works. They can help you move the agreement through the appropriate MIT channels to get it approved.
When working with sponsors there are a few things to remember related to MIT's use of name, per the requirements of the Technology Licensing Office:
Sponsor may not make any press or media announcements concerning this Agreement, or use MIT’s names, trademarks, logos, or insignia, or any version, abbreviation or representation of them, or the name of any of MIT’s trustees, officers, faculty members, students, employees, or agents, in any advertising, publicity, promotional materials or other public announcement without the prior written consent of MIT’s Technology Licensing Office, which consent MIT may withhold in its sole discretion.
Note that MIT does not allow sponsors to film on campus or to use the MIT name in any marketing, advertising or promotion of the company.
More information on use of MIT name can be found online onthe Technology Licensing Office website.
Note that there is no distinction between gifts of equipment/software discounts on equipment, etc. and money. All of the same sponsorship rules apply regarding the use of MIT name.
Because the sponsor receives acknowledgments for their sponsorship gift (logos on vehicles, etc.) it is not a gift and is therefore not tax deductible.
Download the Activities Sponsor Agreement Template.pdf Activities Sponsor Agreement Template.docxand the Student Activity Guidelines_ Sponsorships and Contests to assist your team when working with sponsors. Any questions or concerns, please contact Camilla Brinkman or Sandi Lipnoski.
Graphic identity and communications
Sponsors' logos and the Edgerton Center logo
The Edgerton Center owns the following equipment, which is available for club or team use:
High-speed video cameras
This equipment is stored at the Edgerton Center and may be signed out for a club or team's use in the book in 4-408. Arrangements must be made for pickup and return of these items. If they are to be kept overnight, they must be stored in a locked office on campus.
Area 51 Machine Shop aka N51
Edgerton Student Shop
Edgerton Center Student Project Laboratory
The Student Project Laboratory is located in room 4-409 and is a place for MIT students to pursue hands-on projects. It is primarily geared towards electronics projects, and includes tools and materials for soldering and for breadboarding electrical circuits. The following items are readily available:
- Electronic test equipment (oscilloscopes, power supplies, digital multimeters, function generators)
- Small hand tools for electronics (e.g., wire strippers, diagonal cutters) and light mechanical projects
- An Athena workstation
- PIC programmers and PCs for programming PIC microcontrollers