IS&T Finance Support Team

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

• 100K/Consultant/New FTE Form
• Selection of Source Form (MS Word)
• Selection of Source EXAMPLE
• Statement of Work (Consultants ONLY)

Request for Payment

• Online Request for Payment
• Request for Payment (MS Excel)

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

• ePaystubs
• SAPweb Self Service

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

Daptiv Resources

• Daptiv Request - New User Form
• Daptiv User Manual

Prior to all Business Case submissions (internal projects
and external submission to sponsors) an Software
Development Project Cost Template must be completed
and submitted to your
Associate Directorate Financial Business Consultant. 

All submitted Business Cases must
use the submitted SAIS Project Cost Template . 
Once completed send SAIS Project Cost Template
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 IS&T approved
Projects Tasks ONLY:

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

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

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.

Associate Director Area

Financial Business Consultant

Financial Assistant

Administrative Systems

Amber Fearon

Corinne Hamilton

Education Systems

Amber Fearon

Corinne Hamilton

Data Management

Anne Denna

Quentin Alexander

Customer Support

Anne Denna

Quentin Alexander

Systems Engineering

Rosalind James

Andrea Sullivan

Operations & Infrastructure

Mark Jones

Eileen Kenney

Telephone and Network Service Center

Mark Jones

Sean Nicholson

Administration

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Paul Dawson