FAQs

If this is your first job on campus, you must complete a form I-9 and submit to the I-9 office at the Atlas Service Center E17-106.  Once that is done, your department administrator can submit the necessary paperwork to get you set up in  Payroll.

If you are an hourly paid student, you will need to submit the hours you’ve worked before payment can be made. Please check with your department to complete time sheets. Tax forms and direct deposit can be done the same way as it is done for an employee via Atlas. Choose About Me from the navigation bar on the top of the page. Then, go to Money Matters on the left and select Direct Deposit Preferences. Next, select Set Up Your Account and follow the on-screen instructions.

Faculty, salaried staff, graduate students and fellows are paid semimonthly, on the 15th of the month and on the last business day of the month. If either falls on a weekend or holiday, the pay date will be the business day that precedes that weekend or holiday.

Hourly paid service, support and student weekly payday is each Friday. If a holiday falls on a Friday, payday will be on Thursday. 

You can change your tax withholding and bank information online via Atlas.

A stop payment needs to be placed on the lost check before we can issue a new one. Send a written request to payroll@mit.edu and be sure to include your name, MIT ID number and the date of the check. Also include a phone number at which you can be contacted when the re-issued check is ready. 

Contact Jo-Anne Chute with the details. She will arrange to have a new tag number placed on the equipment or make sure the traded-in equipment is removed from the property records. 

Notify Richard Janus in Property. He can help identify the equipment and provide information regarding reporting the loss to campus police and the MIT Insurance Office.

At the end of the fiscal year, all MIT departments should accrue and defer any material expenses and revenues. See the Policies section for more information.

MIT is on a modified accrual basis. At the end of the fiscal year, all obligations incurred but not paid and all revenues earned but not received are recorded, and expenses and revenues relating to subsequent periods are deferred. 

MIT’s fiscal year begins July 1 and ends June 30. The general ledger and all financial reports are produced on a fiscal year basis. 

It depends on the nature of the item. Massachusetts sales tax is 6.25% percent of the sales price of the item. However, many items are exempt from sales tax. For details, see Massachusetts Department of Revenue – A Guide to Sales & Use Tax. If you believe that your DLC owes sales tax on items that it sells, contact Jackie Daniels or Alisha Daley on the VPF Tax team

“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.

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.

For purchases of $10,000.01 and up to $250,000, the Selection of Source & Price Justification form documents why you chose the supplier you selected to ensure that you have met MIT’s requirements for competition; see Buying and Paying Policies, Section 6.00.

VPF Contract Advisors are authorized agents to sign any supplier contract on behalf of MIT. DLC staff do not have the authorization to sign supplier contracts on behalf of MIT.

Send an e-mail to purchase order closeout pocloseout@mit.edu containing the purchase order number you wish to close.

Process the transaction and immediately delete the message from your email and from your Deleted Items folder. Discourage customers from submitting credit card information via non-secure methods.

No, you must submit all requests through the chargemit-help@mit.edu and follow the MIT Policies and Procedures.

On web orders utilizing the Secure Acceptance you can receive an email notifying you that someone placed an order.

Note: Virtual terminal transactions do not automatically send an email to the merchant.

Send an email to chargemit-help@mit.edu with the merchant’s name, merchant’s account number, and the financial account you want the revenue to be deposited to.

The credit card authorization puts a hold on the cardholders funds until you process the settlement. The authorization will expire automatically with the card issuer typically within 7-10 days depending on the issuer's policy. Cardholders do not see a "charge" on their account; they are likely looking at an online banking statement and they see the amount has been moved from their available balance and that the transactions is pending, but the funds themselves are not removed from the customer's account.

To reverse an authorization before it expires:
* The cardholder should contact the card-issuing bank by phone. If you provide the card-issuer the authorization code, the card-issuer may be able to release it.
* You would need to work with your Merchant Bank Representative or the customer to gain the card-issuing bank's contact information. The 800 number on the back of the card should suffice. Please note that the customer will first need to give his/her bank approval to speak with you.
* Not all card issuers will pre-release the authorizations. Each card-issuer has its own policy on authorization reversals. This is why authorization reversals are not an automated process and we cannot guarantee the success of the authorization reversal.