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

• Vendor
• Purchase Order Amount
• Business Justification
•  Selection of Source Form (PDF) 
  • If the purchase is over $10K, at least one
    competitive bid is REQUIRED
    
    

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)
• Selection of Source Form (MS Word)
• Selection of Source EXAMPLE
• NEW VENDORS ONLY: MIT Vendor Registration Form
  FINANCE TEAM ONLY:
  Finance Internal Expense Form ($100k_Consult)
• FY'13 RATE CARDS:
  EdgeRock Rate Card
  EPI Use Rate Card
• 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

• Online Request for Payment

IS&T Policies 

• Computer Purchases
• Expense Reimbursement
• Food and Beverage
• Mobile Policy FAQs
• Travel
• Procurement Card
  Software Development and Time Allocation Processes:
  
• Project Cost Template Instructions and SW Dev Budget Approval Process
• IS&T Monthly and Quarterly Time Allocation Process         
  Other
• Requisition Submission Guidelines (FINANCE TEAM ONLY)

Additional Required forms for hiring
Independent Contractor(See Below)

• Resume
• Independent Contractor Form
• Independent Contractor Instructions

HR/Payroll Resources

• ePaystubs
• SAPweb Self Service

IS&T Cost Object and GL Lists

• Commonly Used Cost Accounts (General Ledger Accounts)

• Sample RFP (Request for Proposal)

Travel Booking & Expense Reporting System

• Concur System
• Travel Resources
• Travel Card Application

MIT Procurement Card

• MIT Procard Application
  
  

• Computer Purchases
• Expense Reimbursement
• Food and Beverage
• Mobile Policy FAQs
• Travel
• Procurement Card         

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. 
 
Note: The FY’12 Project Cost Template is no longer valid as the rates have
changed for FY’13.  Please see attached the FY'13 Director Area Senior Financial Analyst

•  FY15 Project Cost Template

• 
  FY'13 Project Cost Template
   
• Instructions: IS&T Project Cost Template Instructions and SW Dev Budget Approval Process.
     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.
  

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
  

• Project Name using Standard Naming Convention (see above)       
• Brief Description of Project (2-3 sentences)
• Project Time Frame
• Sponsor Approved Budget
• Funding Source (Software Development or GIB)

Software Development and Time Allocation Processes:

IS&T Monthly and Quarterly Time Allocation Process

Link to:   Time Collection Process:
Step 1: FBCs will set up meetings with Team Leads and/or Managers document staff and consultant effort, distribute for
approval and receive email approval from Team Lead/ Manager        
Step 2:  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
2. Once the IS&T Project Cost Template is submitted all
assumptions will be reviewed and approved by the area FBC.
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. Link to: IS&T SW Dev Time Allocation Reports
Time Allocation Calendar: FY'13 Time Allocation Calendar
Step 3:  Team Leads working with Project Managers with
notify FBC’s of any additional changes to staff/consulting time
allocations
Step 4:  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 --
Step 5:  Finance will submit to HR, quarterly adjustments to
salary charges based on these allocation reports --
ALL PROJECT FINANCIALS:

Associate Director Area

Senior Financial Business ConsultantAnalyst

Financial Assistant

Emerging Solutions

Paul Dawson
 ptdawson@mit

Administrative Systems

Rosalind James
rijames@mit.edu

Corinne Hamilton
cbutler@mit.edu

Education Systems

Rosalind James
rijames@mit.edu

Corinne Hamilton
cbutler@mit.edu

N/A

Enabling Services

Mark Jones
 mmjones@mit

Data Management

Anne Denna
abdenna@mit.edu

Sean Nicholson
 s_nichol@mit.edu

Customer Support

Anne Denna
abdenna@mitRebecca Maitland
 maitland@mit.edu

Sean Nicholson
s_nichol@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 Paul Dawson
ptdawson@mit

Administration