Dispute Resolutions - Shipping or Billing Errors

If you disagree with a charge, contact the merchant involved to resolve the conflict. If the dispute is not resolved with the merchant, please forward all details to the MIT Procurement Card Administrator. In all cases, the department verifier should be forwarded all information regarding the dispute and its outcome.

Lost or Stolen Card

When a card is lost or stolen the cardholder must immediately call both 888-449-2273 and the Procurement Card Administrator, 617-253-8366. Cards will be replaced within 24 hours. If the procurement card is later found, it should be destroyed.

Card Cancellation

The MIT Procurement Card may be terminated at any time. The cardholders or administrative officer/primary authorizer may terminate cards by sending an email to the Procurement Card Administrator. The cancelled card should be destroyed.

Card Maintenance

Information associated with the MIT Procurement Card may be obtained by submitting a request to Procurement Card Administrator. Examples of these changes include address, name, credit limit or account information. Some changes require the approval of the department's administrative officer/primary authorizer.

Revocation of Privileges

All purchases made with the MIT Procurement Card result in an immediate financial responsibility for which the Institute is liable. By accepting this card, the cardholder agrees to use the Procurement Card in accordance with the MIT policies and procedures established in this user's guide.

Any improper use of this credit card may result in the loss of credit card privileges and further disciplinary action, up to and including termination.

Audit and Recordkeeping

Transactions created through the use of the MIT Procurement Card are subject to audit at any time by internal, external, and government audit groups. All charges made with the Procurement Card must meet the allowability standards of the Institute and external sponsors. (Reference VPF guidelines on unallowable costs, May 28, 1997)

Sales receipts and packing slips are the sole record in support of charges against the MIT Procurement Card. Packing slips with itemized amounts and totals may be used as receipts. If you do not receive an itemized receipt from the merchant, then one should be requested. If a receipt is misplaced, an explanation should be attached to the file. This explanation should include a description of the item(s) purchased, date of purchase, amount of purchase, vendor's name and reason for the lack of supporting documentation. These receipts are official Institute records and must be maintained in good order, in a safe and secure area and in accordance with the Institute record retention policies. ("A Guide to Retention of MIT's Financial Records," January 1988, as published by the Records Management Program Institute Archives and Special Collections, MIT Libraries.).

The importance of retaining such records cannot be overemphasized. Only those transactions supported by original source documents on file are allowed for reimbursement by federal sponsors.

Questions, Help, Comments

Send email to or call the Procurement Card Administrator, 617-253-8366.

Buyer Beware

Caveat emptor, or "let the buyer beware," has long been a principle of law for commercial transactions, and the principle remains valid for transactions mediated by electronic media, including the World Wide Web.

When buyers and sellers were dealing with tangible goods, face-to-face, applying the principle was easier. Buying goods on the web makes this a little trickier, but applying some good common sense will reduce your risk. There is no way to completely eliminate all risk from any purchasing activity.