Quick Stop: Forms and Links
Please find frequently used forms and links below. For any questions, please contact the AeroAstro Financial Officers.
- Aeroprop: PI Request for Research Proposal (For PIs)
- AeroAstro Procard Coversheet (pdf)
- AeroAstro Procard Holder Regulations (For Students)
- AeroAstro Procard Holder Regulations (For Staff and Faculty)
- AeroAstro Lost Procard Receipt Form (pdf)
- AeroAstro Request for Payment (RFP) Instructions
- AeroAstro Travel Guidelines (For Students, Postdocs and Research Scientists)
- AeroAstro Travel Form (Excel Download) (For Students, Postdocs and Research Scientists)
- Check Status of a Cost Object
- MIT G/L Codes (GL Account Lookup)
- MIT Facts and Subrecipient Profile Information (MIT Research Administration Services)
- MIT Human Subject Gift Card Accounting Form – use this template to record human subject gift cards
- MIT Human Subject Payment Form – use this form to request check payment for participation in testing as a human subject.
- MIT Independent Contract Registration Form – this form is for the PI/Lab to hire a new independent contractor
- MIT Procard Card Application Form – use this form to apply for an MIT Procurement Card
- MIT Selection of Source Form – use this webform for purchases exceeding $10,000 to document your supplier selection process.
- MIT Travel Card Application Form (Department Link) to apply for a department Travel Card.
- MIT Travel Card Application Form (Individual Link) to apply for an individual Travel Card (For Faculty)
- MIT VPF 2020 Tax Workshop Presentation Slides (pdf)
- Massachusetts State Tax Exempt Form – use this form when purchasing goods for MIT
- W-9 Form – for MIT Suppliers
There are several ways to obtain goods or services at the Institute: using an MIT credit card (called the Procurement Card); submitting a purchase order using Buy-To-Pay (B2P); or submitting a Request for Payment (RFP) if you paid from personal funds (and would like to get reimbursed for the purchase).
MIT Procurement Card
This is the MIT credit card, also known as the ProCard, can be used when purchasing:
- Goods on a one-time or recurring basis-such as FedEx charges
- Purchases of $3,000 or less (not to exceed $15,000 per month)
- Equipment such as laptops, monitors, printers, and scientific materials that costs less than $1,000
For more information, please visit the MIT Procurement Card (ProCard) User’s Guide.
MIT employees/students can use the Buy-To-Pay (B2P) system to purchase lab/office supplies and equipment from our partner vendors. Purchase orders will be generated.
To access B2P, go to Atlas and select Full Menu under the “Menu” bar on the left. Under the “Purchasing” and “Buying” categories, select “B2P @ MIT”. The preferred vendors will be listed on the right-hand side, under “Shop Online”. Click on the icon to place an order. To purchase products from vendors not listed in B2P, please click here to request a new supplier.
Please reference the B2P Superuser Guide and the Buy-to-Pay (B2P) Training Series for more information.
Request for payment (erfp)
RFP is used for reimbursing out of pocket expenses, payment of honorarium, registration fees, dues, and other items where a purchase order is not necessary. Please note that travel expenses are reimbursed through Concur, not through this form. Please find step-by-step instructions on how to submit an RFP through Atlas here. Refer to this webpage on the different G/L codes used on campus. Please note that sales tax is not reimbursable.
Students should reference the AeroAstro instructions for submitting Requests for Payments (RFPs).
the concur system
Concur, under Atlas, is MIT’s online travel booking and expense reporting tool. To access, select “Full Menu” and click on the “Purchasing” category. Under the “Travel” section, select “Travel Expenses and Booking (Concur)”.
For staff, to add yourself as a delegate for specific faculty members, you must email the Travel Office at email@example.com. Once you have access, you will be able to view expenses on their travel card and submit reports through their profile.
MIT travel card can be used for:
- Airfare and train tickets
- Hotel and conference registration fees
- Meals and other business expenses
Check with your program administrator or cardholder agreement prior to departure for limits on amounts and types of transactions. For more information on travel and expenses, please visit the VPF website.
the travel collaborative
MIT community members are encouraged to book their travel through The Travel Collaborative (TTC), a full-service travel agency. As MIT’s Preferred Travel Agency, TTC is able to provide special, negotiated rates on airfare, hotels, and ground transportation to MIT travelers.
Additionally, TTC is connected to Concur, MIT’s online travel booking and expense reporting tool that makes it easy to find the lowest available fares, track and report itineraries and expenses, and sign up for automatic travel alerts. When you reserve your flight using Concur, TTC will automatically issue you an electronic ticket. As a reminder, if you are using a departmental MIT Travel Card, you must book through TTC.
Please note that while MIT travelers always have the option of booking through agencies other than TTC, they will not receive MIT’s special rates.
useful travel resources
- AeroAstro Travel Expense Coversheet (pdf)
- MIT Per Diem Request Form – if a traveler needs a reimbursement on per diem basis for his/her coming domestic travel. Travelers should get pre-approval before the trip.
- MIT Travel Office is available to answer travel questions via email or phone at 617-253-8366
- Step-by-Step Instructions (Concur Report Submissions)
- MIT VPF website on Travel Planning and Expensing
- VPF Travel Planning and Expensing FAQs
Staff and occasionally students may be asked to order food for department meetings and workshops. If you use the MIT Procard to place orders, please reference the tax form and MIT’s VPF website when requesting meals tax exemption. Please discuss any charges that are to be placed on research accounts with supervisors or financials officers in advance. Some frequently used vendors around MIT are:
PI/FO Distribution Chart
|Quentin Alexander||Jei Lee Freeman||Suxin Hu||Claudia Forero-Sloan||K. Ngan Le||Jennifer Leith||Miroslava Parsons|
|Hamsa Balakrishnan||Steven Barrett (Pre-award)||Mark Drela||Edward Crawley||Kerri Cahoy||Florian Allroggen||Steven Allmaras|
|Luca Carlone||Alan Epstein||Jonathan How||Nancy Leveson||Chuchu Fan||Steven Barrett|
|Steven Hall||Richard Linares||Qiqi Wang||Ngoc Cuong Nguyen||Sertac Karaman||Zack Cordero||Peter Belobaba|
|Wesley Harris||Adrian Lozano-Duran||Boeing||Jaime Peraire||Youssef Marzouk||Sebastian Eastham||David Darmofal|
|Dava Newman||Rebecca Masterson||Ford||John Thomas||David Miller||Edward Greitzer||Olivier de Weck|
|Manuel Martinez-Sanchez||Lockheed Martin||Brian Wardle||Charles Oman||Carmen Guerra-Garcia||Marshall Galbraith|
|Eytan Modiano||Draper||Jeffrey Hoffman||R. John Hansman|
|Lonnie Petersen||Jayant Sabnis||Daniel Hastings|
|Raul Radovitzky||Zoltan Spakovszky||Paulo Lozano|
|Nicholas Roy||Raymond Speth||Amedeo Odoni|
|Julie Shah||Ian Waitz||Sheila Widnall|