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Finance Resources

Purchase/ Consultants/
New FTE Requests  Consultant Hires

Employee Resources

Other Resources                                             

IS&T Policies                                  

Requests must be sent to the Finance Team
via email and need to include the following
information:

  • Vendor
  • Purchase Order Amount
  • Business Justification

$100K+ Purchases/ New Consultant / New
FTE Required Documents

If this is a Consulting request the following
information is also required:

  • Consultant Name
  • Hourly Rate
  • Engagement Period
  • Onsite or Offsite
  • Statement of Work (Consultants ONLY)
  • If this is a new NEW VENDOR then a W9 form is
    required as well as the following form, which
    should be completed by the vendor:
    MIT Vendor Registration Form

Request for Payment

IS&T Policies (effective April 1, 2010)

Additional Required forms for hiring
Independent Contractor(See Below)

HR/Payroll Resources

IS&T Cost Object and GL Lists

Request for Proposal

Travel Voucher & Advance Forms

Travel Booking & Expense Reporting System

MIT Procurement Card

Daptiv Resources

IS&T Financial Software Development Project Process

Time Collection Process:
Step 1.  FBCs will set up meetings with Team Leads and/or
Managers document staff and consultant effort --
Completed 10/12
Step 2.  Finance will distribute draft Time Allocation Reports
to the Team Lead, Manager and Project Managers, with a
copy to their Associate Director, for review and approval –
Completed 10/12
       
Step 3.  Team Leads email FBC with approval -
completed by 10/13
       
Step 4.  Finance will produce and post monthly reports on
the IS&T Finance wiki, making them available to Team Leads,
Managers, Project Managers and Associate Directors –
Completed 10/18
Link to IS&T Time Allocation Reports:SAIS Resource Models 3. Once the Project Manager has received FBC's approval,
the Project Manager can submit the template for Associate
Director approval. 
4. Once Associate Director approval is recieved, the project
and the costs outlined in the IS&T Project Cost Template
can be submitted to the Head of IS&T for approval and then
to External Sponsorship Committees (ASPCC, SSSC, ITGC, Etc.)
for FINAL APPROVAL. 2. Set up project in Daptiv is required for all projects.
Instructions on setting up projects in Daptiv can be found
in the Daptiv User Manual . If a new user needs to be set
up in Daptiv use the New User Form . Step 5.  Team Leads working with Project Managers with
notify FBC’s of any additional changes to staff/consulting time
allocations – Completed by 10/21
Step 6:  Finance Team will produce final monthly reports
and post on the IS&T Finance wiki, making them available to
Team Leads, manager, Project managers and Associate Directors --
Completed by 10/25
Step 5.  Finance will submit to HR, quarterly adjustments to
salary charges based on these allocation reports --
Completed by 10/26
ALL PROJECT FINANCIALS:  All Project Financials are
required to ONLY come from IS&T Finance
(including both Actuals and Forecasts).

Project Request (Pre-Business Case Submission)
Project Start-up

Ongoing Project Forecasting                                             

Prior to all Business Case submission to Head the VP of IS&T and
External Sponsorship Committees (ASPCC, SSSC, ITGC, Etc.):
1.

IS&T Project Cost Template must be completed
and submitted to your:
Associate Directorate Financial Business Consultant. 
             Template:  IS&T Project Cost Template. 
   It is recommended that all Project Managers set up an
   in-person meeting with their FBC to discuss assumptions
   and issues. Guidance on filling out the IS&T Project Cost
   Template can be provided by your Team Lead or your FBC.
Once the Business Case submission has been approved by an 
External Sponsorship Committee (ASPCC, SSSC, ITGC, Etc.)
or IS&T Management (only for non-sponsored IS&T projects)
Project Manager must:
1. Send email to Associate Directorate FBC
with the following information:

  • Project Name using Standard Naming Convention        Funding Source: Project Name - Phase
            Example: AS: Request For Payment - Phase 1
            (must match Daptiv Name)
Once a project is approved and the required information
has been submitted to IS&T Finance, all further
forecasting and planning is to be done in the IS&T 
Time Allocation Model.
Roles & Responsibilities:
   Team Leads and/or Managers: Responsible for providing
   approved effort allocations for their staff and consultants. 
   FBC: Responsible for collecting this information and producing
   monthly reporting.  HR will make allocation changes in the
   payroll system on a quarterly basis.

IS&T Project Cost Template must include:

  • List of Resources (Internal & External)
  • Estimated Hours on Project for each Resource
  • Estimated Other Costs (Hardware, Software,Etc.)
    • Estimated Ongoing Support
    2. Once the IS&T Project Cost Template is submitted
    all assumptions will be reviewed and approved by the
    area FBC.
    • Brief Description of Project (2-3 sentences)
    • Project Time Frame
    • Sponsor Approved Budget
    • Funding Source (Software Development or GIB)

    Director Area Senior Financial Analyst

    Software Development and Time Allocation Processes:

    IS&T Monthly and Quarterly Time Allocation Process

    Link to:  IS&T SW Dev Time Allocation Reports




     

    IS&T Finance Contacts:

    awallace@mit
    Paul Dawson
    ptdawson@mit.edu

    Associate Director Area

    Senior Financial Business ConsultantAnalyst

    Financial Assistant

    Emerging Solutions

    Paul Dawson
     ptdawson@mit

    Administrative Systems

    Amber Fearon
    afearon@mit.edu

    Corinne Hamilton
    cbutler@mit.edu

    Education Systems

    N/A

    Enabling Services

    Mark Jones
     mmjones@mit Amber Fearon
    afearon@mit.edu Corinne Hamilton


    cbutler@mitSean Nicholson
     s_nichol@mit.edu

    Data Management

    Anne Denna
    abdenna@mitRebecca Maitland
     maitland@mit.edu

    Quentin Alexander
    qla@mit.edu

    Customer Support

    Anne Denna
    abdenna@mit.edu

    Quentin Alexander
    qla@mit.edu

    Planning & Administration

    Systems Engineering

    Rosalind James
     rijames@mit.edu

    Andrea Sullivan
    aquinn@mit.edu

    Operations & Infrastructure

    Mark Jones
    mmjones@mit.edu

    Eileen Kenney
    eileenk@mit.edu

    N/A

    VP of IS&T

    Paul Dawson
     ptdawson@mit.edu

    N/A

    Telephone and Network Service Center

    Mark Jones
     mmjones@mit.edu

    		Sean Nicholson
     s_nichol@mit.edu
    Administration
    Manager of FinanceAllen Wallace
    		 allwall@mit.eduN/A

     

     

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