1. January HR/Payroll Update
2. Brown Bag Lunch February 13
3. Reminder: Where to Find Travel Policy Changes
4. Journal Voucher Backup
5. Contact Information – When You Need Help

1. January HR/Payroll Update
Although we did not have our regular BBL meeting in January, I wanted to continue our on-going communications to you. We continue to make substantial progress on the HR/Payroll issues list as the rate of new issues continues to drop. As of January 1, 2008 the backlog remains stable and there were 66 issues in production and ready for validation.

For a visual representation of the progress, please view the graphs below:

The first shows the number of new issues opened and the number of issues resolved by month, through December 2007. The second shows the breakdown of currently open issues by type of issue.

I and the members of the HRPCB are committed to sustaining these improvements and working towards the elimination of the backlog of issues and improving the overall HR/Payroll process and interfaces.

As we work toward these goals, we want to reinforce our commitment to improving communications. We recognize that there was some confusion around the delivery of the certification statement on the paper DACCAS and that the change was implemented without the outreach that often accompanies changes to our documents and services.

We appreciate your ongoing support and feedback. Please continue to engage with us as we embark on another year of improvements, updates, challenges and surely, many rewards. All the best for the new year.

– Israel Ruiz, Vice President for Finance

2. Brown Bag Lunch February 13
The next Brown Bag Lunch, will be held Wednesday February 13, 12:00 - 1:00pm, in the Mezzanine Lounge, W20-307. The agenda includes the monthly VPF HR/Payroll update and a presentation about Sponsored Accounting, which includes information about the closeout process and other items of interest to DLC staff responsible for grant administration.

The Brown Bag Lunch schedule through June 2008 is below. Our practice is to send out an agenda shortly before the scheduled date. Please note that if we do not have a full agenda for a particular month, we will cancel the BBL, and let the community know.




Wednesday, February 13

12:00 noon – 1:00pm

Mezzanine Lounge (W20-307)

Tuesday, March 11

12:00 noon – 1:00pm

20 Chimneys (W20-306)

Wednesday, April 16

12:00 noon – 1:00pm

Mezzanine Lounge (W20-307)

Thursday, May 22

12:00 noon – 1:00pm

20 Chimneys (W20-306)

Tuesday, June 17

12:00 noon – 1:00pm

20 Chimneys (W20-306)

3. Reminder: Where to Find Travel Policy Changes
A revised and updated MIT Travel Policy became effective January 1, 2008.

  • A summary of changes, including business class travel, car rental information, daily expenses, approval authority, and more, is under “Related Links” on the Travel web site: http://controllers.mit.edu/travel.
  • The complete travel policy, effective January 1, 2008, is available at http://controllers.mit.edu/travel/policies_procedures. The new policy is the first item under “MIT P&P”.
  • For reference, the policy prior to January 1 is also available on the same web page, the file named “Travel Policy prior to 2008”.

Travel staff are available to come to your location to present the changes to your department. Please contact Ellen Sico at esico@mit.edu for further information or to schedule a presentation for your group.

4. Journal Voucher Backup
We encourage JV community members to include the justification for the journal voucher in the Explanation text box at the bottom of the journal voucher ( long text in SAPgui JVs), which holds up to 20 lines (If your explanation is more than 20 lines, please e-mail it to journal-vouchers@mit.edu). Having the justification as part of the journal voucher document means the submitter doesn’t have to send a hard copy justification to the JV office, makes the justification viewable on-line, and could save some trees.

If you are unable to fit the justification into the Explanation box, and you have access to a scanner, please scan it and email it to journal-vouchers@mit.edu. If you do not have access to a scanner, please send a hard copy to Yan Jiang, NE49-4007.

5. Contact Information – When You Need Help

Financial Area




Credit card payments


Department of Facilities billing


General ledger account changes
& closeout of internal orders


Information Services and Technology
billing (incl. telephone & network)


Journal vouchers




·eSDS and eDACCA

·HR-Payroll forms

·Student Personnel Action Form

·Payroll Data Warehouse reports

·Authorizations/Roles Database


· payroll@mit.edu

· cao-rg@mit.edu

· hrpayservicecenter@mit.edu

· seo-www@mit.edu

· warehouse-help@mit.edu



·Procurement Card

·Purchasing Initiative

·Purchasing issues (general)

·Purchase order closeouts


· procard@mit.edu

· purchasinginitiative@mit.edu

· procurement@mit.edu

· pocloseout@mit.edu

Sponsored billing


Under-recovery of F&A