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Finance Resources

Purchase/ Consultants/
New FTE Requests  Consultant Hires

Employee Resources

Other Resources                                             

IS&T Policies                                  

Requests must be sent to the Finance Team
via email and need to include the following
information:

  • Vendor
  • Purchase Order Amount
  • Business Justification

$100K+ Purchases/ New Consultant / New
FTE Required Documents

  • $100K/ New Consultant/ New FTE Form
  •  
  • Selection of Source Form (MS Word)Selection of Source EXAMPLEPDF) 
    • If the purchase is over $10K, at least one
      competitive bid is REQUIRED

If this is a Consulting request the following
information is also required:

  • Consultant Name
  • Hourly Rate
  • Engagement Period
  • Onsite or Offsite
  • Statement of Work (Consultants ONLY)

Request for Payment

  • Online Request for PaymentIf this is a new NEW VENDOR then a W9 form is
    required as well as the following form, which
    should be completed by the vendor:
    MIT Vendor Registration Form

Request for Payment

- Mac

IS&T Policies (effective April 1, 2010)

  • Computer Purchases
  • Expense Reimbursement
  • Food and Beverage
  • Mobile Devices/Plans
  • Travel

Additional Required forms for hiring Independent
Contractor(See Below)

  • Resume
  • Independent Contractor Form
  • Independent Contractor Instructions

HR/Payroll Resources

IS&T Cost Object and GL Lists

  • IS&T GIB & Project Accounts
  • Commonly Used Cost Accounts (General Ledger Accounts)

Travel Voucher & Advance Forms

  • Travel Voucher Form - Mac
  • Travel Voucher Form - Windows Travel Advance Form
  • Travel Advance Form - Mac
  • Travel Advance Form -Windows

Travel Booking & Expense Reporting System

MIT Procurement Card

Daptiv Resources

  • Daptiv Request - New User Form
  • Daptiv User Manual

IS&T Financial Software Development Project Process

Next Due Date for:
Daptiv Actuals Update in Resource Model: 3/30/2010
Timesheets: 4/2/2010 (Final Q3 Update)
Q3 Updated Forecasts: 4/12/2010
Link to SAIS Resource Models:SAIS Resource Models

Project Request (Pre-Business Case Submission)

Project Start-up

Ongoing Project Forecasting                                             

Prior to all Business Case submissions (internal projects
and external submission to sponsors) an Software
Development submission to the VP of IS&T and
External Sponsorship Committees (ASPCC, SSSC, ITGC, Etc.):


IS&T Project Cost Template must be completed
and submitted to your:
Financial Support Assignments_072910.xlsAssociate Directorate Financial Business Consultant. 
All submitted Business Cases must
use the submitted SAIS Project Cost Template . 
Once completed send SAIS Director Area Senior Financial Analyst

to sais-finance@mit.edu. It is recommended that
all Project Managers set up an in-person meeting with
SAIS Finance to discuss assumptions and issues.
Link: SAIS Project Cost Template Once the Project Request has been approved by an
External Sponsorship group or IS&T Management
(only for non-sponsored IS&T projects) Project
Manager must :
1. Send email to SAIS Finance with the following
information (sais-finance@mit.edu):
  • Project Name (must match Daptiv Name)
  • Brief Description of Project (2-3 sentences)
  • Project Time Frame
  • Approved Budget
  • Software Development or GIB funding
Once a project is approved and required information has
been submitted to SAIS Finance, all further forecasting
and planning is to be done in the SAIS Resource Model.
All Project Financials are required to come from
SAIS Finance (including both Actuals and Forecasts).
Due Dates for Updates, Quarterly Forecasting and
Completed Time sheet can be found on the
SAIS Planning Calendar (TBD).

SAIS Project Cost Template must include:

  • List of Resources (Internal & External)
  • Estimated Hours on Project for each Resource
  • Estimated Other Costs (Hardware, Software,Etc.)
  • Estimated Ongoing Support

2. Set up project in Daptiv using SAIS approved
Projects Tasks ONLY:

  • Plan
  • Design
  • Development
  • Test
  • Implementation
  • User Testing

Guidance on filling out the SAIS Project Cost Template can
be provided by your Team Lead or SAIS Finance.

Instructions on setting up projects in Daptiv can
be found in the Daptiv User Manual . If a new user
needs to be set up in Daptiv use the New User Form .

Instructions on how to input your forecast into the
Resource Model are available on the Instructions tab
of the model.

SAIS FY'10 Financial Reports

Managers Reports

Team Leads/Project Manager Reports                            

SAIS Finance Contacts:

General Requests: sais-finance@mit.edu

Corinne Hamilton
Financial Assistant
Information Services & Technology
Massachusetts Institute of Technology
Room W92-210
77 Massachusetts Ave.
Cambridge, MA 021394307
Voice: 617-253-5198
Fax:  617-253-9661
Email: cbutler@mit.edu

Amber Fearon
Senior Financial Business Consultant
Information Services & Technology
Massachusetts Institute of Technology
Room W92-210
77 Massachusetts Avenue
Cambridge, MA 02139-4307
Voice: 617-715-5330
Fax: 617-253-9661
Email: afearon@mit.edu

Software Development and Time Allocation Processes:

IS&T Monthly and Quarterly Time Allocation Process

Link to:  IS&T SW Dev Time Allocation Reports




 

IS&T Finance Contacts:

Director Area

Senior Financial Analyst

Financial Assistant

Emerging Solutions

Paul Dawson
 ptdawson@mit.edu

N/A

Enabling Services

Mark Jones
 mmjones@mit.edu

Sean Nicholson
 s_nichol@mit.edu

Rebecca Maitland
 maitland@mit.edu

Planning & Administration

Rosalind James
 rijames@mit.edu

N/A

VP of IS&T

Paul Dawson
 ptdawson@mit.edu

N/A

Telephone and Network Service Center

Mark Jones
 mmjones@mit.edu

Sean Nicholson
 s_nichol@mit.edu
Manager of FinanceAllen Wallace
 allwall@mit.edu		N/A

 

 

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