Complete information on RFPs at MIT can be found at https://vpf.mit.edu/request-a-reimbursement. (VPF links may need to be accessed twice to load the correct page. Please make sure you are signed in). Additionally, MIT provides a free, self-paced online training on RFPs in the Atlas Learning Center.

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The RFP system can be a bit finicky. If you have direct deposit enabled, but the system tells you a check will be mailed, exit the tab and start over again.

Step 1 - Locating the RFP system

Go to https://atlas.mit.edu and click My Reimbursements > Request a Reimbursement for Me

Step 2 - Providing details about your purchase

Complete the asterisked fields:

Date of service: date purchase was made

G/L Account: Required. The appropriate general ledger account that categorizes the type of purchase. See link if you need a list, but keep in mind there are some not allowed for research accounts

Cost Object: The account being charged. If unsure, please ask. Do not leave blank.

Amount: The amount of the transaction, with taxes removed (except for certain business meetings). You will not be reimbursed for any tax charged in the majority of cases.

Explanation: A short justification for what the purchase is and why it was purchased.

RFPs for meetings and entertainment will additionally ask for:

Agenda/Topic of Discussion

Location of Meeting

Number of MIT Students

Number of MIT Employees

Number of Other Attendees

Complete the answers in the Explanation field of the form. To add another transaction, click on Add Line.

Alcohol Purchases 🍻

All purchases of alcohol must be separated out, summed up, and given its own line using the g/l for Alcohol — 421205.

No need to create an entirely new RFP; simply use the Add Line button detailed above.

Purchases sharing vendors, dates, or cost objects

RFPs require each transaction to be on its own individual line, even if the transaction shares a date or dollar amount with another from a different vendor. Multiple transactions should not be grouped by date, cost object, or G/L on one line. Please refer to the examples below for assistance.

However, you may group transactions into one line if the transactions all share the same date of purchase, use the same g/l, have the same justification, and will be charged to the same cost object. All of these items must be shared to be grouped; otherwise, an RFP should be completed as in the examples below.

Charging research accounts with G/Ls related to meetings, food, and events (421000, 421200, 421205, & 420166)

For expenses for a meeting (including food and beverages) to be allowable on a federal award, the meeting’s primary purpose must be the dissemination of technical information beyond MIT, and it must be necessary for successful performance of the award. Events like group dinners, for example, are not allowed on research and should be charged on a discretionary account. Here is a full list of G/Ls that are not allowable on research accounts (except for rare cases in which the sponsor allows for it).

MIT’s policy on this can also be found on the Research Administration Services’ website.

RFPs in a foreign currency

All RFPs must be entered in USD.

Purchases in a foreign currency must include historical exchange rate information, such as from xe.com, that shows the currency conversion for the date of purchase.

Examples of correctly completed RFPs:

Step 3 - Attaching required receipts

Click on Save and Continue at the bottom of the screen, where you will then be prompted to attach a receipt or a missing receipt affidavit if no receipt is available. Select a file with Choose File, then confirm the selection with Attach. Files larger than 2MB will not attach.

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Receipts or missing receipt affidavits are required. Always requiring receipts with the dollar amount of the transaction, or completing missing receipt affidavits, is how MIT manages risk. Missing receipt affidavits must be signed by the payee regardless of dollar amount.

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If you don’t click Attach, or if the file is larger than 2MB, it will not be attached!

Step 4 - Sending your RFP for approval

Click Send to.

On the following screen, input the first and last name for the department RFP approver to submit your RFP for approval.

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Employees should send RFPs to the current approver for DMSE, Soren Henry. For events sponsored by the academic office, students should send their RFPs to someone from that office. In all other cases, they should send their RFPs to the approver named above.

Click Send when done.

Step 5 - If there was an issue with approving your RFP

If there was an issue with approving your RFP it will be sent back to you for correcting.

RFPs returned to you for correction will look like this in your email inbox:

Please click the link in this email to view the RFP to see the comments at the top of the page to see why it was returned and what needs to be corrected.

Step 6 - Seeing if your RFP was paid or approved

See How do I check the status or location of my RFP? for details.

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Depending on how you check on your RFP, you may potentially prevent it from being approved. Using the instructions above prevents this.

⚡ That’s it!

RFPs will generally be reviewed within 2-3 business days, after which they are sent to the central accounts payable office for final approval. Payees will receive an email when the RFP has been approved by the central office.

How do I submit an RFP?