*Selection of Source Form🔒

Use this new Selection of Source webform for purchases exceeding $10,000 to document your supplier selection process. This form is not required when procuring from an MIT Preferred Supplier.

2017 Travel Card Expense Reporting Policy Summary

See revisions to the MIT Travel Policy that address expense reporting responsibilities for MIT Travel Cardholders, effective January 3, 2017.

2018 - New! Traveling for MIT on a Federally Funded Award

This two-page guide addresses essential information you need to know before you take off, explains how to expense multipurpose trips and lists allowable expenses that can be charged to a sponsor, followed by a list of unallowable expenses that cannot be charged to a sponsor.

2018 Calendar at A Glance

Use this calendar to view 2018 Institute holidays and 2018 pay weeks by number.

2018 HR/Payroll Cutoff Schedule

Review this form for a quick overview of Calendar Year 2018 key monthly payroll cutoff dates, including late distribution changes, HR transactions, eSDS changes, salary certification, and pay dates.

Note:

Monthly Payroll for January-March 2018

Semimonthly Payroll for April-December 2018

2018 IRS W-4 Form🔒

The Internal Revenue Service (IRS) has released the updated W-4 form and Withholding Calculator, which are now aligned with the changes in the Tax Cuts and Jobs Act.

As your employer, MIT recommends you review your withholdings whenever you have a major life change (marriage, divorce, birth or adoption of a child, new job, significant changes in income or other changes to your personal finances), or if after filing your taxes each year, you want to adjust (for either over withholding or under withholding). Given the significant changes in the new tax law, VPF HR/Payroll concurs with the IRS and strongly suggests you review your federal tax withholding amounts for 2018.

A comprehensive FAQ on using the Withholding Calculator is posted on the IRS website.

Academic Trend Reports
  • Use these trend reporting tools to help with budgeting, forecasting and/or other financial analyses.
  • Interactive financial trend reports by DLC, profit center, cost object, fund type, and other variables. 
  • Brio/Excel based tools (One Brio query and Two Excel Templates, which are fed by the Brio results).
Active G/L accounts

Use this form to see all active G/L accounts.

Budget Change Form🔒

To request a budget change, contact the budget officer for your DLC or by using NIMBUS BTR. For larger volume transaction uploads, use this form.

Budget Cycle Roadmap🔒

The Budget Cycle Roadmap provides financial officers with month-by-month insight into each of the major budget-related milestones in the fiscal year and is now available on the VPF website. Budget officers will reach out to DLCs in advance of each major milestone with additional information on any deliverable or action required. Please contact your budget officer with any questions.

Buy-to-Pay (B2P) Online Training Series

This new online training series provides detailed information on how to use the B2P system.

Start with B2P Basics, and move on to courses on specific topics: Shopping & Creating a Requisition, Tracking & Changing an Order, Approving, Tracking Invoices & Payments, and B2P Views.

Cambridge/Boston Hotel Rates 2018🔒

VPF Strategic Sourcing has negotiated rates for a selection of hotels in Cambridge and Boston for 2018. A PDF of this page is available at the bottom of the page for easy reference.

These rates are known as "transient rates", which means short stays for one or a few rooms. Call the main phone number listed under the hotel name on the form and request the MIT rate. Rates are subject to availability and are updated every January.

For detailed information on each hotel, use VPF Supplier Search, and choose Hotels/Accommodations from the Commodities dropdown menu, or search for a specific hotel in the general search.  The hotel's page on Supplier Search includes links to the hotel and a map, specific rate information, and contact information.

These rates are not for booking blocks of rooms for events.  If you need to book or hold rooms for an event, call or email the account manager listed under "Contact for Booking Blocks for Events" on the form.

 

Updated: 2/5/18

Capitalized Software Form E-DS2

Refer to this form for accounting guidelines for costs related to computer software development.

Check Deposit Form

Download this form to deposit non-gift checks.

Cognos Aging Report

Follow these instructions to run an aging report via Cognos.

Concur 2.0 Quick Guide

This tutorial has step-by-step instructions (with highlighted screen shots) on how to use Concur 2.0 for travel expense reporting, and how to set up delegates who can access travel profiles, and submit/view expense reports on behalf of someone else.

Concur Guide For Approvers

Follow step by step instructions for approving travel expenses via Concur.

Concur Guide for Submitters

Follow steps in this detailed guide for submitting expenses on Concur.