Acquiring an MIT Procurement Card and Using the Card

MIT Procurement Card application forms are available.

The completed application, including the administrative officer's or primary authorizer's approval signature for both the primary and secondary cost objects, should be returned to the Procurement Card Administrator. Processing should take approximately two weeks. In order to receive the credit card, the prospective cardholder must attend a formal training seminar. No proxies will be allowed. Upon completion of the seminar, all participants must sign a cardholder agreement form in order to receive their Procurement Card. This form documents the cardholder's agreement to abide by the guidelines established for the program. After submission of this form, the MIT Procurement Card(s) will be distributed to all participants.

Using the Card

The card is an easy way to make small dollar purchases. It does not avoid or change any of the normal guidelines for good purchasing practice in accordance with MIT Policies and Procedures. The restrictions are listed in the cardholder responsibilities section.

Use it just as you would a personal credit card, except that this card is exclusively for MIT purchases. All charges made will be paid by MIT and charged to your specified cost object(s). You may buy things in person, by phone, mail or fax. When you use the card you should:

• Identify yourself as an MIT employee;
• Ask about educational discounts;
• Give the MIT tax exempt number printed on the front of your card. If you are charged tax, contact merchant for credit;
• Give accurate and complete shipping instructions, including your building-room number and loading dock location;
• Keep the paper record. Packing slips, cash register receipts, sales receipts, and/or any other proofs of purchase are the only paper record of the specific purchase. If you fail to keep records, your card may be revoked;
• If you lose the receipt, call the vendor for a copy (vendors are required to supply you with a receipt);
• Give the proof of purchase paper(s) to your verifier.

For instructions on how to verify, go to the Card Verification website.