Step 1 - Determine if you should really be using the RFP system or something else

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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.

Figuring out when to use the RFP system can be tricky. RFPs (Request for Payment) can be used to reimburse expenses paid out of pocket, to make payments to visiting speakers, or to make small, infrequent payments to suppliers who don't accept the Procurement card (see footnotes 2 & 5).

We’ve made a handy chart to help you figure out when to submit an RFP, and when you should use a different system instead (see below the chart for notes):

For:	Submit an RFP!	Use a different system instead
Local trips in the Cambridge and Greater Boston area (1*)	✅	✅ (Concur - either is fine!)
Local parking expenses	✅	✅ (Concur - either is fine!)
Entertainment involving local travel (such as rentals and transportation for events like bowling, escape rooms, and non-overnight retreats)	✅	✅ (Concur - either is fine!)
All other forms of travel that do not fall into the above scenarios	❌	Concur
Reimbursement for expenses incurred for MIT business	✅	✅
Cash Prizes/Awards for MIT employees or students	❌	Payroll
Cash Prizes/Awards for temp employees or those not affiliated with MIT	✅	❌
Honoraria for MIT employees or students (2*)	❌	Payroll
Honoraria for temp employees or those not affiliated with MIT (3*)	✅	❌
Payment for Services for MIT employees and students	❌	Payroll (3*)
Payment for Services for temp employees and those not affiliated with MIT	✅ (4*)	❌

Ride sharing services and taxis should use the g/l account 421600 — Trucking and Automotive

Honoraria may be approved for any dollar amount.

Additional payment to MIT persons rarely allowed but must be processed as payroll if approved.

Payments of less than $500 may be processed on RFP, as long as total payments to the supplier/person from all MIT accounts does not exceed $500 in a calendar year.

Step 2 - Download the MIT Atlas App

Once you’ve decided the RFP system is the right one for you, download the MIT Atlas app to either your desktop or your mobile phone.

If you haven’t downloaded the app already, you can find them in the Apple app store for iPhone or the Google app store for android.

Select Payments & Reimbursements from the dashboard of your MIT Atlas app:

You’ll then be directed to the homepage of Payments & Reimbursements. From there, press New Request on the right:

Finally, select between Reimbursement and Payment as the type of RFP request.

Step 3 - Reimbursement: Select if for yourself or someone else

Reimbursement for Yourself

Select Myself on the following screen:

Then proceed to the next step.

Reimbursement for Someone Else

If you select Reimburse someone else, you will be directed to the screen below. Search for the MIT person by their name or kerberos

Then proceed to the next step.

Step 4 - Reimbursement: Provide all required details

Adding Details

If you selected Myself, you will be directed to the screen below. To start the RFP, select Add a line item .

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The system will then notify you that MIT is tax exempt, so please be sure to deduct any state sales tax from the total reimbursement amount. If taxes are included, it will be deducted prior to approval.

After clicking Proceed, you’provide the details for your RFP on the following screen:

Complete all fields. All fields are required—incomplete fields will prevent your RFP from being approved:

Date of service: The date purchase was made

Amount: The amount of the transaction, with taxes removed (except for certain business meetings). See below for rules regarding foreign currencies.

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

G/L Account: The appropriate general ledger account that categorizes the type of purchase. See Commonly used GLs if you need a list, but keep in mind there are some not allowed for research accounts. See below for rules regarding alcohol, food, and entertainment purchases.

Cost Object: The account being charged. If unsure, please ask. Do not leave blank. See below for specific rules for research accounts.

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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. 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. However, multiple transactions should not be grouped on one line if they do not fit the above requirements. For these, use the Add Line button.

Additional GL Requirements

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 a Line button detailed above.

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. Attaching a screenshot or other document displaying this information uploaded to the RFP is sufficient.

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.

Once you’ve added all details, hit Continue in the upper-right corner.

Renaming Your RFP

At the top of the screen where the date is listed, you can click the pencil icon to edit the title of the RFP as desired.

Adding a Split

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If you select Add a split , you will be directed to the screen below. The top half of the screen should be pre-populated with the information you had entered previously. In the Split accounts section, enter the G/L and Cost object and either enter by the percentage amount or by the total amount.

Adding a Receipt

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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.

Next, you will be directed to the screen below. Select Add receipt .

The system will then notify you to remove personal details from receipts prior to attaching it in the RFP. Once that’s all set, select Proceed .

You will be prompted to select the files to attach in the RFP. Attach the receipt for this expense and then press Continue to proceed.

Submitting for Review and Approval

The system will then ask you to send it for review OR submit for approval

If you submit the RFP, you will no longer need to search and select the correct person to send for approval. The system will instead automatically send it to the person who approves the CO that was used for that expense.

If you send the RFP for review, you will be directed to the screen below. Include a message in the field to the person you are sending for review.

Select Add someone to help. Then you will be directed to the screen below. Search for the contact person’s name and select it to send the RFP.

Once you select the correct name, you will be directed back to the screen below. Press Send at the top right hand corner once all the information is entered.

Step 5 - Payment: Provide all required details

You can make a payment request for low-dollar supplier payment, one-time payment fees, honorarium, guest speaker, prize, award, scholarship/fellowship or visa fees.

After selecting payments, select Myself, Someone at MIT, or External individual or supplier. Then search and select the correct individual or the supplier you’re looking to pay.

Myself or Someone at MIT

External individual or supplier

If you don’t find the supplier listed, select Add new supplier at the top right hand corner, and the system will automatically redirect you to B2P to add the supplier from there

To complete the RFP, go back through Step 4 to complete RFP line items, add a receipt, and submit for review or approval.

Step 6 - See if your RFP was paid or approved

Once you submit your RFP for review or approval, your RFP will live in the Payment & Reimbursement homepage under Submitted as evidenced below.

The current status of your RFP will be listed right underneath the total amount of the RFP as seen above, grouped first by those that have been Submitted, then Approved, then Paid.

Step 7 - Additional support

If you ever need help while preparing your RFP, you can access help within the app on the top right hand corner of the Payments & Reimbursement homepage. And of course, you can always reach out to the DMSE Finance Team for help.

⚡ That’s it!

RFPs will generally be reviewed within 2-3 business days. Payees will receive an email when the RFP has been approved.

How do I submit an RFP?