Sourcing & Procurement
Sourcing & Procurement works to yield significant savings to MIT, develop more efficient methods of buying products and services, and achieve a greater level of service and support to the community.
The Procurement Card is an easy way to make small dollar purchases. Use of the card does not eliminate or change any of the normal guidelines for good purchasing practice in accordance with MIT Policies and Procedures.
When submitting itemized receipts for meal expenses, always remember to complete a Meetings and Meals form.
Common unallowable purchases on the P-Card include the following:
- Equipment > $1,000
- Travel & Entertainment
This does not necessarily mean that these items cannnot be charged to an MIT account, however they will need to be purchased either by a Purchase Order (PO) or charged to a personal card and reimbursed via a Request for Payment (RFP). There is a Cardholder training, which can serve as a helpful reminder of best card practices.
As all charges will be paid by MIT, it is the cardholder’s responsibility to retain all proof of delivery/purchase documentation (i.e. packing slips, sales receipt, etc.) and forward them to your verifier in a timely manner. In addition, the cardholder is responsible for contacting the vendor to obtain missing documentation and/or contact and resolve any disputes with the vendor. Remember that no other person is authorized to use your card.
Requisitions & Purchase Orders
Atlas web requisitions are best suited for services and high-dollar or complex purchases (capital equipment, custom or specialty items, etc). In the event the purchase is over $10,000, a selection of source must be submitted along with the requisition.
For goods/services that are needed periodically for a specific amount of time (no longer than one year), there is an option of a Blanket Order. Blanket Orders are set up as a requisition in Atlas under one cost object. However, charges can be reallocated on each invoice.
Internal Providers offer in-house services such as Catering (Tech Catering), Audio Visual Services, Photocopying and Printing (CopyTech), Campus Activities, Department of Chemistry Instrumentation Facility, X-Ray Diffraction Facility, and certain IS&T services to the MIT community.
If you are not sure where to purchase an item, SmartBuy is a tool that can help you identify the best place to purchase an item and lists preferred/partner suppliers. Should you have any questions, the Procurement Office is also an excellent resource.
Reimburse students or employees for out of pocket expenses.
All members of the MIT community are expected to abide by the code of ethics put forth by the Insitute. For more information, please visit Responsible and Ethical Conduct and Responsible Research Conduct. Another excellent resource is the Responsible Research Conduct training that can be found on the Office of Sponsored Programs (OSP) website. In the event any concerns arise, please do not hesitate to contact the OMBUDS office to discuss the matter in a neutral and anonymous manner.