Fall 2010

 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 you to request, submit, and manage reimbursements and payments on-line.

 Improved speed and accuracy of processing with built-in help and error checking  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

 System is Kerberos Driven  Who Can use this System? ◦ Individual Submitter  seek a reimbursement (a payee)  Wants to pay an organization or contractor ◦ Approver (SAO or Josh (RLP) )  approve RFPs  Payees ◦ May be MIT or non-MIT

 A Request for Payment should NOT be used ◦ To pay for taxable goods and services greater than $500 e.g., consultants and subcontractors (ANY CONTRACTS)  Any event were food is bought requires justification specifying date, location, and number of attendees, relation to group (student, alumni, staff, and community) ◦ Study Break, date, timing, say that it’s walk-ins and not formal, for the whole floor approx # students.

 Josh still has to sign off ◦ RFP needs to be sent electronically to Josh ◦ Once reviewed it will be sent to Accounts Payable for payment  Receipts must be scanned and attached to RFP  Original receipts and a print out of the completed RFP has to be turned in to RLP BEFORE RFP will be approved. ◦ Receipts can be sent via interoffice mail, dropped off at W59, or W20 ◦ This should be phased out over the next year to no paper

 Step One: ◦ Access SAPweb > Purchasing > Requests for Payment (RFPs) ◦ Go to: ◦ Select the Purchasing tab. ◦ Select:  Reimbursement for non‐taxable goods and services or  Payment for taxable goods and services.

 Payees may be MIT or non‐MIT. Non‐MIT payees who are not in the system will require additional information on the RFP form. 1. Select MIT or non‐MIT 2. Enter the payee name and click Search. 3. Click the name from the Select Payee search results.  If a non‐MIT payee’s name is not part of the search results you may click Continue and enter the payee's information manually.  A blank RFP form opens with the selected name as the Payee. Note the Change Payee button.

RFP Required Information is Marked by an Asterisk * 1. The Payee name is displayed. You may also see a Change Payee button. 2. Assign a name – House name/last name (GRT’s) 3. If a permanent address is not already on file you will be required to supply one. This is for tax purposes. 4. Enter Social Security or Taxpayer Identification number. (not needed for reimbursements) 1.If payee is not a US Citizen or Resident Alien you are required to enter the Visa type and country of citizenship. 5. Mailing address will be entered automatically from SAP records or from the Tax Address entered in step 2. 1.You may choose to have a check delivered to an MIT person at an MIT address or you can elect to be called when the check is ready for pickup.

6. Enter Line Item information – G/L Account and Cost Object may be left blank for reviewer or approver to complete. Enter the Amount of all receipts. An Explanation is required. 7. Click to Add Line if costs are to be split among multiple G/Ls or Cost Objects. 8. Add a Note to Central Office (optional) if there is an MIT VENDOR already created for the organization/person but it didn’t show up 9. The Save and Continue button creates your RFP record in SAP and assigns it a number. 10. Your RFP is “parked” until it is Sent to JOSH Once the Request for Reimbursement or Payment has been Saved and created in SAP you will be asked to attach receipts. The final step is to Send it to Josh.

 Receipts should be scanned into a file to be attached to the RFP online document. ◦ Acceptable file formats include jpg, txt, gif, pdf, png, tiff, or bmp. ◦ File size must be less than 2MB.  The dialog box shown at the right will appear right after you click Save and Continue. You may choose cancel to attach receipts at a later time. To attach receipts: Click the Attach Receipt button. Click Browse and locate the file with your scanned receipts. Click Attach to link the scanned receipts file to the RFP. Click View Receipts on the RFP form to open attached files. These may be viewed but not edited. Note: You may attach receipt files at any point in the process. - contracts should not be scanned, they should be put on file as they are now and notes in the comments section

 When an RFP is complete it must be sent to the next person in the process. This is essential to move the RFP to the next step. ◦ Submitters and reviewers may use the Send to button to route the RFP to another individual – another reviewer or an approver. ◦ Send to may also be used to return an RFP to a submitter for more information or corrections. ◦ An Approver will use the Approve button to send the RFP to Accounts Payable for final approval and payment.  Click the Send to button.  Enter the recipient’s name in the Search for Recipient box.  From the list of results, click on the desired recipient’s name (in your case it’s Josh Kastorf)  Add any optional Note to Recipient.  Click the Send button.

 If it’s direct deposit the money will be in your account the morning after the RFP is approved ◦ Please keep in mind no RFP will be approved until the PAPER receipts are received  If check is being mailed, it will be sent on the 2 nd business day after it was approved.  If check is coming to campus for mail/pick- up it will be on campus on approximately the 2 nd business day after being approved.

 Please feel free to Contact Josh Kastorf at  You can also speak to anyone in the Student Activities Office  You can consult the SAO Website where the training slides and any updates will be provided. ◦