Frequently Asked Questions

I want to charge an invoice/request to a cost object that has ended or expired, can I do this?

If the goods were received or the reimbursement was for a purchase made BEFORE the cost object terminated or expired, the invoice/request will go through the SAP system. If the goods or reimbursement were procured AFTER the termination (term code 3) or expired date, a different cost object must be provided.

While reconciling my detail transaction report, I noticed a charge that wasn’t mine. Do I have to do a journal voucher?

In the event an incorrect charge is against your cost object, contact Accounts Payable, 617-253-2750, or send an email providing the cost object that was charged in error, the amount and the month the charge appeared on your statement. We will review the charge in question and if a mistake was made in charging your cost object we will remove or correct the charge to the appropriate cost object.

What information is needed on a request for payment for reimbursement?

When submitting a request for payment, we will need the cost object, the general ledger account, the name of the person/vendor to be reimbursed, the original receipts as backup, an explanation of the purchase and an authorized approval signature for the cost object being charged (needs to be in Roles Database). Note that MIT does not reimburse for sales tax since we are tax exempt. Accounts Payable will deduct sales tax from reimbursements. We strongly recommend using our Procurement card as a mechanism of payment to vendors to avoid filling out and processing requests for payment. This saves time and effort.

Can I sign for my own reimbursement?

No. Someone other then the individual getting reimbursed must sign reimbursements. Make sure signer of invoice/request is authorized in the Roles Database for invoice approval.

What about reimbursements for dinner/lunch meetings?

Departments are required to substantiate the business purpose of a dinner/lunch meeting expense. CAO requires you to provide us with the following:

• The purpose of the meeting (i.e., content of discussion);
• A list of attendees (names or group association);
• Itemized receipts with requests for payments;
• The date and location of the meeting, if not self-evident.

If this information is on the request for payment, it speeds up the process and will reduce the need for calls to the departments. Refer to the General Ledger Operations & Reporting Meeting Expense website for further explanation.

What about employee recognition or celebrations?

Employee recognition should be processed under Human Resources “Rewards & Recognition Program.” For further information, please refer to the MIT Rewards & Recognition website. Celebrations such as birthday parties and wedding/baby showers are considered personal and should be funded by contributions from coworkers.

My Administrative Assistant just had a baby, can I send congratulatory flowers?

A department is allowed to use $15 per employee, per year, of general funds for expenses relating to employee morale. These include holiday parties, flowers for sickness or bereavement, equipment or supplies for office sporting or picnic events and other similar items.

I received a parking ticket and my car was towed while I was on MIT business. Can I be reimbursed?

Parking tickets and tow charges are an individual’s responsibility. If you are using your vehicle on MIT business, you are expected to park where you will not incur tickets or tow charges.

I need to pay an honorarium. What forms do I use and what information is needed?

A standard request for payment form is used for honoraria. The Accounting Office requires a name, address, social security number (if applicable) and country of citizenship. Individuals who are not United States citizens are subject to 30 percent withholding tax, required by the IRS.

What if they are from a country that accepts a tax treaty?

If an individual would like to claim a tax treaty, they must complete form 8233. A copy of this form is available from the Accounting Office or from the IRS website. A United States taxpayer ID is required to claim a treaty and not all countries are subject to treaty. Visit the website or call our office for more information regarding tax treaties.

I need to find out if a check has been cashed or put a stop payment on an outstanding check. Who do I call?

Contact Jim Hanlon in the Accounts Payable department, 617-452-2382. If he is unavailable, call the Accounts Payable main number, 617-253-2750, and someone will be able to assist you.

I no longer need a check I requested, should I throw it away?

No. Checks that are no longer needed and have to be voided should be sent to Jim Hanlon in Accounts Payable, which is in NE49-4064. He will credit your cost object once the check has been voided. Since MIT’s check is only valid for 90 days, stale dated checks should also be sent to Jim Hanlon for reissuing. Do not ask for a stop payment on a check that you’ve requested to be voided.

I need a check today, is this possible?

“Fast” checks are available on an emergency basis only. Whenever possible, you should try to plan ahead to ensure a check will be issued by the day you need it. An advance call to the Accounts Payable office is appreciated before coming over for a fast check.

I need to wire funds, is this possible?

Yes. Although MIT’s preferred method of paying vendors is with a check, we can wire funds. Wires in U.S. dollars must have an intermediate bank within the United States and an overseas bank that will accept the wire transfer. Questions regarding wires can be directed to Janet Mulstay, 617-253-1349. We also offer vendors the option of receiving invoice payments through Bank of America Paymode, which electronically deposits payments the next day. This process is initiated every business day in Accounts Payable. To sign up for wire transfers through Bank of America Paymode, vendors should visit the PayMode website and go to “Enroll Today.”

How long does it take for an invoice/request for payment to be paid?

Accounts payable makes every attempt to pay invoices and requests for payment within three to five business days after the invoice/request has been received. If an invoice/request needs to be paid sooner, Accounts Payable needs to be informed of the date when the payment is needed to ensure the check will be ready.

I dropped an invoice/request for payment off for a zoom request. I gave it to a lady at the front desk. How come it wasn’t processed?

We pay thousands of invoices/requests every month. It is difficult to remember why something has not been processed for payment. Our goal is to process all invoices/requests within three to five business days after receipt. If an invoice/request has not been processed within seven business days, we recommend calling our office at 617-253-2750 to see if there was a problem with the invoice/request. If there is a problem, someone in Accounts Payable normally tries to contact the department to resolve any issues over the phone or via email. If a problem cannot be handled over the phone or via email, the invoice/request may be sent back to the department for resolution. When you send an invoice/request we strongly suggest you provide us with a telephone number, in case a problem or question arises. Most questions can be answered over the telephone, which saves time in processing the invoice or request. Due to a change in check processing, there is now a two-day waiting period for checks requested as “zooms,” as opposed to a 24-hour turnaround. Zoom requests should be received before 11 a.m., two days before the payment is due, to ensure proper check distribution.

What is the process an invoice or request for payment goes through before it is processed?

When an invoice is received in Accounts Payable, there are many steps that need to take place before it is posted to your cost object. Each invoice/request is date stamped, checked for a valid signature in the Roles Database to ensure the person signing off on the charge is authorized to sign for the cost object. Next, the invoice/request is reviewed to ensure the proper cost object and general ledger account are filled in and the explanation is reviewed to ensure the charge is valid and has a business purpose. If further approval is needed, such as OSP, Property, Procurement, or CAO, the invoice/request is forwarded to the appropriate area(s) for review and approval. Finally, the invoice is scanned into the SAP workflow to be processed for payment by an Accounts Payable operator. If corrective action is needed, i.e. change order, line items added, etc., the invoice/request is returned to the department for further action.