[ASA-Official] Important - Change in RFP/PO Process and Procedures - Simplifying your life

[Colin Codner]

Hello All Student Organization Leaders,

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.

Please follow this link (http://studentlife.mit.edu/sao/finance/transactions) 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 DO NOT 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.

  *   Individual computer in excess of $1,000
  *   Individual piece of equipment in excess of $3,000
  *   Total payment in excess of $5,000
  *   Total, calendar year aggregate, in excess of $5,000 (usually applies to service providers such as coaches)
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).
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).

To accompany these new procedures, we have updated the forms<http://studentlife.mit.edu/sao/finance/forms> for conducting these transactions.  We have also posted step-by-step visual trainings<http://studentlife.mit.edu/sao/finance/training> for conducting each transaction.

Furthermore, I have initiated brown-bag lunches<http://studentlife.mit.edu/sao/finance/training> as an open forum for discussion of issues or questions.  Please do not hesitate to discuss any questions or suggestions with me.

Sincerely,
Colin Codner


Colin Codner
Assistant Director of Student Activities & Finance<http://studentlife.mit.edu/sao/finance>

Massachusetts Institute of Technology
77 Massachusetts Avenue, Building W20-549
Cambridge, MA  02139-4307

cmcodner at mit.edu<mailto:cmcodner at mit.edu>
617-253-0194

[Description: small sao logo nov 2011]

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