January


Contents
1. New Procurement Credit Card Provider
2. Don't Forget the Date – Invoices and RFPS
3. Benefits of Partnership: Make eCat3 Your Portal
4. Travel News and Notes
5. VPF Points of Interest
6. Links and Contact Information – When You Need Help

1. New Procurement Credit Card Provider
After a lengthy negotiation, VPF Procurement entered into a contract with Bank of America to provide the MIT Procurement Credit Card (P-Card). The Bank of America card will replace the current card issued by GE Capital, which sold its Card Services business and will no longer be providing services under the MasterCard Brand.

Procurement will send additional details to cardholders and authorizers via interoffice mail soon. In the meantime, we ask that you alert the P-Card administrators to any changes in your contact information. You may send any changes to pcard@mit.edu.

2. Don't Forget the Date – Invoices and RFPs

Including the Receipt Date on both invoices and Requests for Payment (RFPs) submitted to VPF Accounts Payable is vital to efficient and proper processing of payments.
Note that the Receipt Date is the date on which goods or services are received. It is not the day on which an invoice is received.

This is a critical distinction, particularly when it comes to sponsored activities. When Accounts Payable staff members receive an invoice or RFP related to a sponsored account, they check to see that the receipt date is within the time frame of the sponsorship. If it is not, the charge is not allowed.

Accounts Payable staff members report that charges for sponsored activities are sometimes delayed solely because the receipt date was incorrectly noted.

3. Benefits of Partnership: Make eCat3 Your Portal

eCAT3, MIT's online purchasing portal, provides an efficient and user friendly experience for purchasing products from both partner and non-partner vendors. The portal streamlines the purchasing process by bringing vendors together in one place, providing the capability to search and compare hosted supplier products and allowing users to create and maintain supplier favorite lists. MIT requisitioners may access the site by using their MIT certificate and completing a one-time profile set-up.

eCat3 continues to evolve to meet the purchasing needs of the MIT community. VPF Procurement, which manages eCat3, is in the process of adding the following high-volume vendors to the portal: Beckman Coulter, Applied Bio Systems, BioRad, NE Bio Labs, Thorlabs, and Integrated DNA Technology to the portal.

By mid-2009, Procurement hopes to add Agilent Technologies, BD Biosciences, Creative Office Pavilion, ISC Bioexpress, MSC Industrial Supply, R&D Systems, Santa Cruz Biotechnology, and Strem Chemicals.

4. Travel News and Notes

  • Take LimoLiner to NYC: Next time you are traveling to New York City on MIT business, VPF Travel encourages you to consider LimoLiner, a custom built luxury motor coach, with daily scheduled round-trip service between Boston/Framingham and New York City. LimoLiner offers an on-board attendant, who caters to the passengers, serving light meals, beverages, and snacks. Each motor coach is equipped with 28 leather reclining armchairs, WIFI, satellite TV and radio, a strong cell phone signal, and numerous video monitors. Through a special deal with LimoLiner, MIT employees and their families can also save 10% off the regular LimoLiner fare on personal trips. This discount will increase depending upon usage.
  • New Partner Hotel: Travel has secured a new partnership with a hotel in Boston. MIT discounted rates are now available at the Taj Boston, on Arlington Street. More >>
  • Club Quarters' Rates: Club Quarters has adjusted downward a number of its previously reported 2009 MIT rates. Club Quarters is a private, full service hotel for the exclusive use of member organizations. It offers locations in Boston, New York, Philadelphia, London, San Francisco, Houston, Chicago, and Washington, D.C. Access to the Club Quarters and its competitive rates is also available to MIT employees and their families and friends for personal use on weekends and holidays. Up-to-date rates >>

5. VPF Points of Interest

  • Service Areas to Close for 2-Hour Period: VPF service areas will be closed 10:15 am-12:15 pm on Thursday, February 12. The service areas will otherwise open and close at the regular times.
  • VPF Community Forum: Save the date for the next VPF Community Forum. It will take place Tuesday, March 17, 2:30-4 pm. Details to follow on the VPF web site and in the next VPF Statement Message.
  • Status Report: The VPF is spearheading a number of process redesign projects. Here is a quick status report.
    • Late Salary Distribution: The late salary distribution web form is ready for rollout to the entire MIT community. It will be available in early March. Training sessions have been scheduled in NE49-3rd Floor, Grand Cayman Conference Room, for the following dates and times. If you would like more information or would like to attend one of the training sessions, please contact late_change@mit.edu.
      • Monday, March 9, 10:30-12:00
      • Thursday, March 19, 2:30-4:00
    • Sponsored Research Vacation Tracker: VPF, HR, and IS&T are ready to roll out the Sponsored Research Vacation Tracker to the MIT community. The rollout will begin with the School of Engineering and then be extended to the rest of the community throughout the upcoming spring and summer.

6. Links and Contact Information – When You Need Help

Web Links

Area

Web address

VPF Home Page

http://vpf.mit.edu

Accounts Payable

http://vpf.mit.edu/ap

Accounts Receivable

http://vpf.mit.edu/ar

Budget, Finance & Treasury

http://web.mit.edu/cao/vpf/bft/

Cashier

http://vpf.mit.edu/cashier

Controller & Accounting Services

http://vpf.mit.edu/controller

General Ledger Operations & Reporting

http://vpf.mit.edu/gl

Insurance

http://vpf.mit.edu/insurance

Journal Vouchers

http://vpf.mit.edu/jv

Lincoln Fiscal

http://vpf.mit.edu/lincoln

Controller & Accounting Services

http://vpf.mit.edu/controller

Payroll

http://vpf.mit.edu/payroll

Procurement

http://vpf.mit.edu/procurement

Property

http://vpf.mit.edu/property

Sponsored Projects Accounting

http://vpf.mit.edu/spa

Tax

http://vpf.mit.edu/tax

Travel

http://vpf.mit.edu/travel

Contact Information

Financial Area

Email

Accounting

accounting-issues@mit.edu

Credit card payments

chargeMIT-help@mit.edu

Department of Facilities billing

plant-finacc@mit.edu

General ledger account changes & closeout of internal orders

cao-cost-objects@mit.edu

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

Ist-billing@mit.edu

Journal vouchers

journal-vouchers@mit.edu

HR/Payroll:

  • Timesheets
  • eSDS and eDACCA
  • HR-Payroll forms
  • Student Personnel Action Form
  • Payroll Data Warehouse reports
  • Authorizations/Roles Database

Email:

Procurement:

  • Procurement Card
  • Purchasing Initiative
  • Purchasing issues (general)
  • Purchase order closeouts

Email:

Sponsored billing

Billing-issues@mit.edu

Under-recovery of F&A

ur-issues@mit.edu