VPF Statement - June 2012

New Hourly Student Appointment Application Now Live in SAPweb

With the launch of the new Hourly Student Appointment (HSA) application on June 6, authorized users in departments, labs, and centers are now able to process student appointment transactions through a convenient Student Worker tab in SAPweb. The application greatly reduces data entry associated with student appointment transactions and represents another a step toward an increasingly digital MIT.

Video: New Hourly Student Appointment Application >>

A replacement to the eSPAF application, the new application enables users to create, change, and cancel hourly student appointments and to view transactions and appointment reports. It also sends email notifications to initiators and students when transactions are complete.

Developed with the help of a pilot group and team members from VPF, IS&T, and Student Financial Services, the HSA application includes automated workflows, which promises greater accuracy, efficiency, and compliance.

Live demos of the Hourly Student Appointment application:

  • Tuesday, June 12, 1:30 - 3 pm, Bldg. E17 - Room 121
  • Thursday, June 14, 12 - 1:30 pm, Bldg. E17 - Room 121

Please contact HR/Payroll (617-253-4255) if you have any questions.

Attaching Documents to SAPweb External Requisitions

As part of the on-going initiative to enhance the purchasing process, the capability to attach documents to external requisitions is now available in SAPweb. This new functionality will expedite the creation of purchase orders by connecting requisitions with supporting documentation, all within SAPweb.

Video: External Requisition Document Attachment Overview >>

With this new feature, vendor quotes, selection of source forms, contracts, and other documents can be submitted electronically along with the requisition. As before, the VPF Sourcing and Procurement team will conduct a standard review of the requisition materials. Requisitions submitted with the proper documentation will be processed to generate a purchase order. If additional documents are needed, a representative will contact the submitter.

To learn more about document attachments for external requisitions, please visit the dedicated document attachment web page.

Fiscal Year-End Closing Schedule

The FY 2012 year-end closing schedule is available on the VPF website. We encourage you to review the schedule and read our tips for ensuring a smooth year-end close.

As we have in previous years, VPF is conducting year-end closing workshops for the MIT community. These workshops are appropriate for anyone new to the closing process and for those interested in a refresher.

Upcoming Year-end Closing Workshop:

  • Wednesday, June 13, 2-3:30 pm, Building W20-491

In addition to the workshops, VPF has developed a year-end closing demonstration video.

Please contact journal-vouchers@mit.edu if you have any questions about the year-end closing process.

W9, Registration Form Required for Vendors

The Sourcing and Procurement team is working to improve MIT's vendor database by streamlining the set-up process and ensuring that vendors are financially stable, reliable and effectively serving DLCs. In support of this effort, it is important that all vendors doing business with MIT:

  • Provide a completed W-9 Form to Sourcing and Procurement. This form is necessary for tax reporting purposes.
  • Submit a Vendor Registration Form to Sourcing and Procurement. This new form enables MIT to capture the information necessary for maintaining a well-ordered, robust database.

Members of the community are asked to work with their buyers in Sourcing and Procurement to make sure these documents are submitted. Contact procurement@mit.edu with any questions.

Budget Authorization Report Offers New On-demand Option

The NIMBUS budget system now provides the option to run budget authorization reports on-demand from a convenient web interface. As an alternative to receiving monthly reports from the Budget office via email, this new capability offers new data selection options.

Noteworthy features include:

  • Reports can be generated for specific cost objects.
  • Data can be retrieved according to addressee, supervisor or school.
  • The fiscal year and period can be adjusted.
  • Reports can be printed or exported to excel.

Account addressees and supervisors may still elect to receive PDF reports from the Budget office via email. The Budget office sends such reports on a monthly basis, whenever authorizations change. The reports provide details about authorization changes and a snapshot of the total budget for the affected cost object.

Access the new web-based report generator >>

Please contact your budget officer or email budget-reports-requests@mit.edu with any questions.

Year-End Travel Expense Reporting Help Sessions

In preparation for fiscal year-end, VPF Travel will host extended help sessions in NE49-3100 to assist members of the MIT community with completing travel expense reports.

The help sessions will be an excellent opportunity for community members to complete expense reports before fiscal year-end.

For specific questions regarding travel expenses, please contact VPF Travel, 617-253-2750.

Abandoned Property Filing and Claim Letters

The VPF General Ledger Accounting and Reporting (G/L) team is preparing to mail claim letters to members of the MIT community who have unclaimed property. Specific information related to the outstanding property will be provided in the claim letters, which will be mailed on June 18.

For FY 2012, the G/L team expects to send over 2,000 unclaimed property letters to the MIT community.

Unclaimed property is an asset with no activity by the owner over an extended period of time, generally three years. Types of unclaimed property can include payroll checks, expense reimbursement checks, or rent deposits.

To learn more about unclaimed property, please read the FAQs from the State of Massachusetts Unclaimed Property Division.

For specific questions regarding unclaimed property at MIT, please contact abandoned-property@mit.edu.

What to Do if the Bank Puts a Hold on Your MIT Travel Card

A number of MIT travelers have reported that Bank of America has put a hold on their Travel Cards out of security concerns over specific transactions.

VPF Travel is working with Bank of America to minimize this occurrence, while not compromising the bank's ongoing card security efforts. In the meantime, travelers may remove a hold on their card by calling the customer service phone number of the back of their card and providing the following information:

Account billing address: 77 Massachusetts Avenue, Cambridge, MA 02139

Account phone #: 617-253-8366

Activation ID: Employee's ID number

Account name: Kathleen McGrath or Kim Harmon

Cardholders are advised to carry this information while they are traveling.

To learn more about MIT travel policies and procedures, please visit the VPF website or contact Kim Harmon, 617-253-8360.

The Works Email from Bank of America

It is possible that MIT Visa cardholders will receive an email message from Bank of America regarding The Works application. If you receive this message, please disregard the email and delete it. The Works application is a behind-the-scenes tool that is coordinated through VPF Travel. Individual cardholders are not intended recipients of the email, but occasionally the email is sent directly to MIT employees.

If you have questions, please contact VPF Travel for more information.

RFP Inbox Cleanup for Year-end

As year-end approaches, please take a moment to delete inactive request for payments (RFPs) from your RFP inbox. If Accounts Payable (AP) rejected an RFP throughout the year, it may still reside in SAPweb. Cleaning up your RFP inbox will help expedite the year-end closing process for AP.

To delete an RFP, access the SAPweb Inboxes tab and select RFP Inbox in the left-hand column. For each inactive or outdated RFP, select the check box in the far right column and click Delete Selected. The RFP inbox will update immediately.

RFPs are used for reimbursement of students or employees for out of pocket expenses and they may be used for payment of external vendors. In certain cases, an RFP is rejected and the submitter is directed to use a purchase order or travel reimbursement as an alternative.

For more RFP information, please visit the Accounts Payable website.

External Requistion Document Attachment FAQ:

Q: What is the maximum number of files I can upload for a requisition?

A: The maximum number of files is 25 per requisition.

To learn more about attaching documents to external requisitions, please visit the document attachment web page.

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