Accounts Payable makes every attempt to pay invoices and requests for payment within three to five business days after the invoice/request has been received. If an invoice/request needs to be paid sooner, Accounts Payable needs to be informed of the date when the payment is needed to ensure the payment will be ready.
If the goods were received or the reimbursement was for a purchase made BEFORE the cost object terminated or expired, the invoice/request will go through the SAP system. If the goods or reimbursement were procured AFTER the termination (term code 3) or expired date, a different cost object must be provided.
While reconciling my detail transaction report, I noticed a charge that wasn’t mine. Do I have to do a journal voucher?
In the event an incorrect charge is made against your cost object, contact Accounts Payable, 617-253-2750, or send an email providing the cost object that was charged in error, the amount and the month the charge appeared on your statement. We will review the charge in question and if a mistake was made in charging your cost object we will remove or correct the charge to the appropriate cost object .
When submitting a request for payment, we will need the cost object, the general ledger account, the name of the person/vendor to be reimbursed, the original receipts as backup, an explanation of the purchase and an authorized approval signature for the cost object being charged (needs to be in Roles Database). Note that MIT does not reimburse for sales tax since we are tax exempt. Accounts Payable will deduct sales tax from reimbursements. We strongly recommend using our Procurement card as a mechanism of payment to vendors to avoid filling out and processing requests for payment. This saves time and effort.
No. Someone other than the individual getting reimbursed must approve reimbursements. The electronic RFP system automatically checks for invoice approval.
A department is allowed to use $15 per employee, per year, of general funds for expenses relating to employee morale. Expenses include holiday parties, flowers for sickness or bereavement, equipment or supplies for office sporting or picnic events and other similar items (please use G/L 420318).
Parking tickets and tow charges are an individual’s responsibility. If you are using your vehicle on MIT business, you are expected to park where you will not incur tickets or tow charges.
No. Checks that are no longer needed and have to be voided should be sent to Accounts Payable, we will credit your cost object once the check has been voided. Since MIT’s check is only valid for 6 months, stale dated checks should also be sent to the A/P office for reissuing. Do not ask for a stop payment on a check that you’ve requested to be voided.
“Fast checks" are available on an emergency basis only. Whenever possible, you should try to plan ahead to ensure a payment will be issued by the day you need it. An advance call to the Accounts Payable office is appreciated before coming over for a fast check.
Yes. Although MIT’s preferred method of paying suppliers is via ACH, we can also wire funds if payments are outside of the U.S. Questions regarding wires can be directed to Accounts Payable.
U.S. suppliers are encouraged to sign up for direct deposit through PayMode (1-877-443-6944). Please note that the registration process takes 3-4 weeks. Suppliers currently receiving payments through PayMode can request to have MIT added to their PayMode account.
Generally, no. Be sure to bring MIT's sales tax form to the vendor if purchase must be made with your own credit card or cash.
A week ago I sent in an invoice. I see that it is in the system but there is no check number. When will this invoice be paid?
The item is in queue waiting for the payment date. Typically, the payment is released 30 days after the date of service/receipt of goods.
Check numbers, found in the right-hand column of the DTR, provide a tracking number for VPF and the bank.
The first digit of the check number represents the method of payment for each individual transaction.
Check Number/Payment Method:
9 = Paymode (Direct Deposit for vendors within the United States)
8 = ePayables (credit card)
4 = Direct Deposit (Students and Staff only)
3 = Paper Check
1 = Paper Check (fast check)
For specific questions regarding detail transaction reports, please contact firstname.lastname@example.org or call 617-253-2750.
No, gift cards should never be used to pay someone for services rendered.
MIT's policies and procedures state that any procurement exceeding $10,000 requires a selection of source and price reasonableness explanation. Each purchase over $10,000 is considered a separate transaction and must follow procedures.
Procurement Office Contract Administrators are authorized agents to sign any supplier contract on behalf of MIT. DLC personnel do not have the authorization to sign supplier contracts on behalf of MIT.
Authorized signer (AS) purchase orders are created for standard, small-dollar, confirming purchase orders that do not require additional documentation or approval and are placed through the DLC. Please contact Procurement, 617-253-7241, with any questions concerning this type of purchase order.
The maximum transaction limit allowed is $3,000 and the monthly spending limit is $15,000. A department can request any limit up to the maximum allowed.
The reallocation process will allow you to reallocate the cost object (account number) or G/L expense account (object code). Each transaction will be parked online for 21 days. During this time the transaction can be reviewed and reallocated by the authorized verifier to any of their authorized cost objects. If the verifier does not post the transaction within 21 days, the system will automatically post the charge to the secondary fund and non-recoverable G/L account established on the Procurement Card application. Any future reallocation of these charges will need to be done via a journal voucher.
MIT is exempt and should not be charged sales tax for Institute purchases made in the state of Massachusetts and many other states. The Massachusetts tax-exempt number is printed on the ProCard for easy reference. The Procurement Department maintains a file of all available state tax-exempt certificates. MIT's tax-exempt status should be mentioned prior to making any purchase. If a supplier requires a copy of MIT's exempt certificate, please view MIT Sales Tax Exemptions by State for a complete list and all exemption certificates.