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.

Procurement Card

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:

•    Alcohol
•    Equipment > $1,000
•    Furniture
•    Chemicals
•    Travel & Entertainment
•    Gifts
 

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.

To apply for a Procurement Card, visit the Forms section under Financial Resources.

Buy-to-Pay (B2P)

The MIT Buy-to-Pay (B2P) system includes MIT supplier catalogs, external requisitions and invoices, replacing eCat and the External link on Atlas. B2P does not currently include the Procurement Card, Requests for Payment, or Internal Providers.  B2P Quickcards provide online training and quick-reference resources for tasks in the B2P system. View, download, or print quickcards from the table below.  For an overview of B2P, see Get to Know the B2P System.

Complete and Submit a Requisition
Create a New Supplier Requisition
Create a Blanket Order
Order High-Proof Ethanol
Place an Order for Gas
Request Expedited Shipping
Withdraw a Requisition
Edit a Requisition Line
Delete a Requisition
View Purchase Orders in Spend History
Request an Order Change
 

Per Chemistry Department policy, effective 3/1/18, all standard (non-blanket) B2P purchases must be marked in B2P as received, in lieu of retaining the packing slip.

Recording Receipt in B2P

For additional details on how to mark items as received in B2P, click to download a presentation.

Internal Providers

Internal Providers offer in-house services such as MIT Catering by Aramark, 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.

Request for Payment (RFP)

Reimburse students or employees for out of pocket expenses.

Ethical Guidelines

All members of the MIT community are expected to abide by the code of ethics put forth by the Institute. 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.