REQUEST FOR PAYMENT
OVERVIEW
Spring - Summer 2010
What are We Doing?

The Institute has developed a web-based, self-service Request for
Payment (RFP) form with a direct link to MIT’s SAP financial
system.

This will allow community members to request, submit, and manage
reimbursements and payments on-line.
Benefits of the New Process

Improved speed and accuracy of processing with built-in help and
error checking

Reduced costs associated with data entry, document filing and mail
processing – scanned receipts now linked to RFP

Certificate based authorization will reduce errors based on invalid
approvals

Direct deposit will reduce time, risk and costs associated with
printing checks

Increased convenience – can work from remote locations, work-flow
automated electronically

Timely reporting on current and past RFPs

Track an RFP through the process

Track all current and past RFP’s
Business Rules

Rules for reimbursements and payments have not changed, only
the means for requesting, approving and routing. The following
rules continue to apply.

A Request for Payment may be used ONLY when use of
Procurement Card or Purchase Order is not possible

Appropriate uses of a Request for Payment include:

Paying for honoraria, guest lectures/speakers

Reimbursement for out of pocket expenses when use of Procurement
Card is not possible (receipts must accompany)
 For example, local restaurants, mileage, taxi fare, and other places
where petty cash may have been used in the past

Payment for local registration fees, dues, subscriptions where
Procurement Card not accepted

Payment of H1-B Visa processing fees
Business Rules continued


A Request for Payment is required

When reimbursing for computers or servers valued under $1,000

For human subject payments
A Request for Payment should NOT be used

To pay for computers over $1,000 or server equipment over $3,000

To pay for taxable goods and services greater than $500 e.g.,
consultants and subcontractors

To pay for a business trip involving an airline and/or an overnight stay
(use Travel Expense Voucher instead)

To request a Travel Advance (use Travel Advance Form instead)
Business Rules continued

Approvers must be authorized by their departments to approve
RFPs

Continue to route your RFP’s to your current approver

You may not approve your own RFP

Lunch and dinner meetings require justification specifying date,
topic of discussion, list of attendees, and agenda
Sensitive Data

Be extremely careful handling sensitive PIRN data such as Social
Security numbers, bank account and routing numbers, credit card
numbers and driver license numbers.

Massachusetts law requires that notification be sent to affected
individuals and the Attorney General’s Office in the case of
compromised PIRN data (PIRN = personal information requiring
notification).

To comply and be safe:

Don’t keep it if you don’t need it – or keep it safe (locked, encrypted)

When sending backup documentation redact (cut out or hide) PIRN data

Securely destroy paper and electronic documents containing PIRN data

Keep informed: get to know MIT’s WISP (Written Information Security
Program see: http://web.mit.edu/infoprotect/wisp.html)

Ask questions by emailing to: infoprotect@mit.edu
System Overview


Who Can use this System?

Individual Submitter
 seek a reimbursement (a payee)

Departmental Submitter/Reviewer
 create RFPs for reimbursements or payments
 review and create for self or others (for some Cost Objects)

Approver
 approve RFPs (for some Cost Objects)
Payees

May be MIT or non-MIT
Contact
For questions regarding Request for Payment policies or
procedures use the following.

Web: http://vpf.mit.edu/site/accounts_payable/policies_procedures/
requests_for_payment/policies

Call: 617-253-2750

Email: accounts-payable@mit.edu

WISP - Written Information Security Policy
see:http://web.mit.edu/infoprotect/wisp.html