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John
Larkin
Assistant Director of Financial Operations, Processes and Compliance
Financial Operations
617-253-2729
jlarkin@mit.edu

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Closing out the year: An MIT-wide collaboration

Administrators in individual departments play a crucial role to support VPF’s efforts to close out the books at the end of the fiscal year.

Changes to Concur

Concur – the platform MIT uses for travel booking and expense reporting – has new look and feel with changes to the user interface (UI) for travel expensing.

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Cambridge, MA 02139

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Buying and Paying
Buying and Paying
Buying and Paying

Buying and Paying Terms

Buying and Paying Terms

Roles and Authorizations

Roles and Authorizations

Buy-to-Pay (B2P)

Buy-to-Pay (B2P)

ProCards

ProCards

Electronic Request for Payment (eRFP)

Electronic Request for Payment (eRFP)

Record Retention Guidelines

Record Retention Guidelines

Recognize Fraud

Recognize Fraud
Shopping for Goods and Services

Shop for Goods

Shop for Goods

Shop for Services

Shop for Services

Request a New Supplier

Request a New Supplier

Mailing/Shipping Services

Mailing/Shipping Services

Purchasing with Small, Diverse, and Sustainable Businesses

Purchasing with Small, Diverse, and Sustainable Businesses
Restricted Substances

Controlled Substances

Controlled Substances

Highly Toxic or Restricted Chemicals

Highly Toxic or Restricted Chemicals
Place an Order

Order through B2P

Order through B2P

Approve a Requisition

Approve a Requisition

Find/Track a Requisition

Find/Track a Requisition

Purchase with the ProCard

Purchase with the ProCard

Verify ProCard Charges

Verify ProCard Charges

Change, Cancel, or Return an Order

Change, Cancel, or Return an Order

Discounts for the MIT Community

Discounts for the MIT Community
Receiving and Paying

Acknowledge Order Receipt

Acknowledge Order Receipt

Approve an Invoice

Approve an Invoice

Low-Dollar Supplier Payments

Low-Dollar Supplier Payments

Reimbursements

Reimbursements

International Wire Transfer Payments

International Wire Transfer Payments

Pay an Honorarium

Pay an Honorarium

Pay a Prize or Award

Pay a Prize or Award

Pay Visa Fees

Pay Visa Fees

Pay a Human Subject

Pay a Human Subject
Buying and Paying Reporting

Access and Create Reports

Access and Create Reports
Information for Suppliers

Become an MIT Supplier

Become an MIT Supplier

Join the Coupa Supplier Portal

Join the Coupa Supplier Portal

Sign up for Direct Deposit

Sign up for Direct Deposit

Fulfill an Order

Fulfill an Order

Invoice from MIT PO

Invoice from MIT PO

Submit an Invoice

Submit an Invoice

Information for Small and Diverse Suppliers

Information for Small and Diverse Suppliers
Travel Planning and Expensing
Travel Planning and Expensing
Travel Planning

MIT Travel Card

MIT Travel Card

Travel Expense Policies

Travel Expense Policies

Special Travel

Special Travel
Domestic Travel

Book Domestic Flights

Book Domestic Flights

Book Domestic Ground Transportation

Book Domestic Ground Transportation

Book Domestic Hotels

Book Domestic Hotels
International Travel

Gather Documents

Gather Documents

Expensing or Per Diem

Expensing or Per Diem

Book International Flights

Book International Flights

Book International Ground Transportation

Book International Ground Transportation

Book International Hotels

Book International Hotels

In an Emergency

In an Emergency
While You Are Traveling

Credit Card Issues

Credit Card Issues

Report a Car Accident

Report a Car Accident

Change Your Travel Plans

Change Your Travel Plans

Common Expensing Mistakes

Common Expensing Mistakes
Expensing Your Trip

Report Travel Expenses

Report Travel Expenses

Per Diem Expenses

Per Diem Expenses

Travel Expense Report Approvals

Travel Expense Report Approvals

Reimburse Visitor's Travel Expenses

Reimburse Visitor's Travel Expenses

Expense Your Relocation

Expense Your Relocation
Payroll
Payroll
Personal Payroll Activities

Your Pay

Your Pay

Hourly Time Sheets

Hourly Time Sheets

Direct Deposit

Direct Deposit

Tax Withholding

Tax Withholding

Your Paystub or Earnings Statement

Your Paystub or Earnings Statement

W-2 Forms and Other Tax Forms

W-2 Forms and Other Tax Forms

Payroll information & tax forms for inactive and retired employees

Payroll information & tax forms for inactive and retired employees

Tax Guidance for Nonresident Aliens

Tax Guidance for Nonresident Aliens
Faculty and Staff Appointments

Faculty and Staff

Faculty and Staff

PDA/PDF Taxes and Benefits

PDA/PDF Taxes and Benefits

Hourly Time Approval

Hourly Time Approval

One-Time Supplemental Payments

One-Time Supplemental Payments

SRS Vacation Tracking

SRS Vacation Tracking

Hiring an Employee Abroad

Hiring an Employee Abroad
Student Appointments

Graduate Fellowship Appointments

Graduate Fellowship Appointments

Graduate RA/TA Appointments

Graduate RA/TA Appointments

Hourly Student Appointments

Hourly Student Appointments

Change/Cancel Student Appointments

Change/Cancel Student Appointments
Salary Distributions and Certifications

Salary Distribution Requirements

Salary Distribution Requirements

Salary Distribution Changes

Salary Distribution Changes

Payroll Suspense Cost Objects

Payroll Suspense Cost Objects

Salary Distribution Compliance

Salary Distribution Compliance

Supporting Documentation by Proxy

Supporting Documentation by Proxy
Employment Verification

Verify my Employment

Verify my Employment

Verify an MIT Employee's Employment

Verify an MIT Employee's Employment
Budget Management
Budget Management
Budgeting

Create a Budget

Create a Budget

Auxiliary Budgets

Auxiliary Budgets

Submit a Budget

Submit a Budget

Monitor a Budget

Monitor a Budget

Change a Budget

Change a Budget

Close a Budget

Close a Budget
Budget Guidance for International Programs

Budgeting Overseas Operations

Budgeting Overseas Operations
Property, Tax, and Accounting
Property, Tax, and Accounting
Property

Dispose of Surplus Equipment/Furniture

Dispose of Surplus Equipment/Furniture

Acquire Surplus Equipment/Furniture

Acquire Surplus Equipment/Furniture

Gifts-in-Kind

Gifts-in-Kind

Equipment Fabrication Accounts

Equipment Fabrication Accounts

Equipment Tagging

Equipment Tagging

Damaged/Stolen Equipment Reporting

Damaged/Stolen Equipment Reporting

Equipment Transfers

Equipment Transfers

Update Equipment Location

Update Equipment Location

Buy Used Computers or Phones

Buy Used Computers or Phones
MIT Tax Forms and Guidance

MIT’s Federal Tax Exemption Letter

MIT’s Federal Tax Exemption Letter

MIT's State Sales Tax Exemptions

MIT's State Sales Tax Exemptions

Collecting Sales Tax

Collecting Sales Tax

MIT’s Form 990

MIT’s Form 990

Unrelated Business Taxable Income

Unrelated Business Taxable Income

Withholding Tax on Foreign Payments

Withholding Tax on Foreign Payments

Tax Implications of Working Abroad

Tax Implications of Working Abroad

Tax for International Contracts

Tax for International Contracts

MIT’s U.S. Residency Certificate

MIT’s U.S. Residency Certificate

Scholarships, Fellowships, and Other Non-Payroll Payments

Scholarships, Fellowships, and Other Non-Payroll Payments

Tax Guidance for Nonresident Aliens

Tax Guidance for Nonresident Aliens
MIT Accounting Operations

Cost Objects

Cost Objects

General Ledger (G/L) Accounts

General Ledger (G/L) Accounts

Profit Centers

Profit Centers

Create or Reverse Journal Vouchers

Create or Reverse Journal Vouchers

Upload Journal Vouchers

Upload Journal Vouchers

Financial Review and Control

Financial Review and Control

Close a Fiscal Year

Close a Fiscal Year

Pool A Endowment Funds

Pool A Endowment Funds
Sponsored Accounting

Sponsored Billing Procedures

Sponsored Billing Procedures

Receivables Aging Reports

Receivables Aging Reports

Unallowed Costs

Unallowed Costs

Underrecovery of Research F&A

Underrecovery of Research F&A

Sponsored Account Close Outs

Sponsored Account Close Outs
Payments to MIT
Payments to MIT
Wires, Checks, and Cash

Wire Transfers

Wire Transfers

Regular Bank Deposits

Regular Bank Deposits

Occasional Bank Deposits

Occasional Bank Deposits

Gift Check Processing

Gift Check Processing
Accounts Receivable Invoicing

Manual Invoicing

Manual Invoicing

Automated Invoicing

Automated Invoicing
Paying Bills and Invoices

Sponsored Invoice Payments

Sponsored Invoice Payments

Online Payments

Online Payments

Wire Transfer Payments

Wire Transfer Payments

Check Payments

Check Payments
Tracking Payments

Identify Checks/Wire Transfers

Identify Checks/Wire Transfers

Track/Collect Overdue Balances

Track/Collect Overdue Balances
Becoming a Merchant

Merchant Account Set Up

Merchant Account Set Up

Merchant Account Testing

Merchant Account Testing

Costs, Fees, and Refunds

Costs, Fees, and Refunds

Point-of-Sale (POS) Devices

Point-of-Sale (POS) Devices
Maintaining a Merchant Account

Reconcile an Account

Reconcile an Account

Failed Transaction Codes

Failed Transaction Codes

Add a New User

Add a New User

Renew PCI Compliance

Renew PCI Compliance

Merchant Reports

Merchant Reports
Making a Gift to MIT

Make a Gift Payment

Make a Gift Payment

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