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<p class="MsoNormal"><span style="font-family:"Times New Roman","serif"">Hello All Student Organization Leaders,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Times New Roman","serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Times New Roman","serif"">During my first few months at MIT, I have met with many of you to discuss the policies, practices, and procedures which surround the simple act of paying for things on behalf of your student
organization. Many of you have expressed your frustrations about the difficulty in navigating the various payment options, such as purchase orders, check requests, reimbursements, etc.. I, myself, had to create flow charts simply to understand the process.
I am writing to you today to say that we have been listening and you have been heard.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Times New Roman","serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Times New Roman","serif"">Please follow this link (</span><a href="http://studentlife.mit.edu/sao/finance/transactions"><span style="font-family:"Times New Roman","serif"">http://studentlife.mit.edu/sao/finance/transactions</span></a><span style="font-family:"Times New Roman","serif"">)
to see the new procedures for requesting payment in its various forms. To summarize, the RFP (either payment or reimbursement) system should be used for all expenses which
<i>DO NOT</i> require a PO. A PO is required for all goods and services, excluding travel, which meets any one or more of the standards listed below. A PO is NOT a payment request and must also be accompanied by a separate PO Check Request form.<o:p></o:p></span></p>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo3">
<span style="font-family:"Times New Roman","serif"">Individual computer in excess of $1,000<o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo3">
<span style="font-family:"Times New Roman","serif"">Individual piece of equipment in excess of $3,000<o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo3">
<span style="font-family:"Times New Roman","serif"">Total payment in excess of $5,000<o:p></o:p></span></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo3">
<span style="font-family:"Times New Roman","serif"">Total, calendar year aggregate, in excess of $5,000 (usually applies to service providers such as coaches)<o:p></o:p></span></li></ul>
<p class="MsoNormal"><i><span style="font-family:"Times New Roman","serif"">For example, you can request a check for a $4,000 purchase of products through the RFP system, so long as no one product exceeds $3,000 (think of multiple $100 items).<o:p></o:p></span></i></p>
<p class="MsoNormal"><i><span style="font-family:"Times New Roman","serif"">You could also pay an independent contractor $4,000 for services provided through the RFP system, so long as you are not paying them more than $5,000 in a calendar year (think of a
one-time performer).<o:p></o:p></span></i></p>
<p class="MsoNormal"><i><span style="font-family:"Times New Roman","serif""><o:p> </o:p></span></i></p>
<p class="MsoNormal"><span style="font-family:"Times New Roman","serif"">To accompany these new procedures, we have updated the
</span><a href="http://studentlife.mit.edu/sao/finance/forms"><span style="font-family:"Times New Roman","serif"">forms</span></a><span style="font-family:"Times New Roman","serif""> for conducting these transactions. We have also posted step-by-step visual
</span><a href="http://studentlife.mit.edu/sao/finance/training"><span style="font-family:"Times New Roman","serif"">trainings</span></a><span style="font-family:"Times New Roman","serif""> for conducting each transaction.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Times New Roman","serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Times New Roman","serif"">Furthermore, I have initiated
<a href="http://studentlife.mit.edu/sao/finance/training">brown-bag lunches</a> as an open forum for discussion of issues or questions. Please do not hesitate to discuss any questions or suggestions with me.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Times New Roman","serif""><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Times New Roman","serif"">Sincerely,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Times New Roman","serif"">Colin Codner<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Colin Codner<o:p></o:p></p>
<p class="MsoNormal"><a href="http://studentlife.mit.edu/sao/finance">Assistant Director of Student Activities & Finance</a><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Massachusetts Institute of Technology<o:p></o:p></p>
<p class="MsoNormal">77 Massachusetts Avenue, Building W20-549<o:p></o:p></p>
<p class="MsoNormal">Cambridge, MA 02139-4307<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><a href="mailto:cmcodner@mit.edu">cmcodner@mit.edu</a><o:p></o:p></p>
<p class="MsoNormal">617-253-0194<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><img border="0" width="77" height="49" id="Picture_x0020_1" src="cid:image002.jpg@01CD11A3.47CB0000" alt="Description: small sao logo nov 2011"><o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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