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Fiscal Count on the Physical World

Managing annual expenditures in excess of $350 million is the task of the Finance and Accounting group. After competitive contracts are signed, this team monitors expenditures for capital projects; space changes; building operations including Custodial, Grounds, Repair & Maintenance, and Mail; and Utilities. This team also monitors departmental administration to make sure MIT gets the best value possible. Sound financial management is essential to successful completion on budget, on time, and within scope.

Finance and Accounting handles procurement and accounts payable for vendors and manages SAP internal orders, billing information, payroll, cost allocation to buildings for cost recovery, and budgets. The team has increased payment options through Atlas, purchase orders, and the VIP card to streamline business processes.

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Finance and Accounting FAQs

How do you bill your customers?
When do you bill customers?
What charges do you bill me for?
How do I see the charges I've been billed?
How do I match the internal order number to my requisition?
How can I look at the details of the internal order?
What do I do if I have questions?
Who do I contact about questions on my Facilities charges?

How do you bill your customers?

Facilities bills customers through a monthly SAP process called settlements. Settlements take costs collected on SAP internal work orders and transfer them to a customer-designated cost object.

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When do you bill customers?

Customers are billed monthly, during the MIT month-end closing process.

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What charges do you bill me for?

Facilities charges include labor, employee benefits, and overhead for service staff, materials from the MIT stockroom, as well as materials and services from outside vendors, if needed.

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How do I see the charges I've been billed?

Customers of special Facilities services such as repairs, changes to walls, doors or locks, special cleaning, or moving may review details of billed amounts in SAP. Each request for special services is assigned an internal order number (internal work order). All customers who have access to SAP can see their Facilities internal orders in SAP. The internal order is the primary SAP reference number and it is visible when drilling down on any Facilities charges in the customer's summary statement. If customers know the internal order number, they may go to the ZMIT menu in SAP, Reports>Summary Statement>, enter the Internal Order number, and execute the report.

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How do I match the internal order number to my requisition?

The header information on the summary statement of a Facilities internal order includes the external order number, which is the original customer requisition number to Facilities, as well as the work order number used within Facilities to track jobs. These numbers are useful if customers want to verify their own records or to request further information from Facilities.

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How can I look at the details of the internal order?

From the summary statement screen for the facilities internal order, the customer will be able to see the specific detailed expenses that make up the total charge. Customers can drill down on individual expense items to see greater detail of their charges for materials, labor, etc. A credit amount on the Facilities cost element matches the amount charged to the customer's cost object.

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What do I do if I have questions?

If, after reviewing the internal order summary statement, customers have questions about charges, they should send email to dof-finacc@mit.edu, including in the message the internal order number and the external order number (the customer requisition) as well as the question itself. All customers who have access to SAP can see their Facilities internal orders in SAP. If a customer does not have access to SAP, or would like a Facilities person to walk them through the process of reviewing an internal order summary statement by telephone, that request should also be directed to dof-finacc@mit.edu.

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Who do I contact about questions on my Facilities charges?

For questions about Facilities charges, please email the question to dof-finacc@mit.edu. Facilities will look into the details of the charges, check entries for keying errors, and talk to the appropriate coach/supervisor for the job. In almost all cases, customers will have a response within 24 hours.

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 RELATED LINKS
 Quick Guide to Facilities OEM Procedures
 CONTACT INFO

Facilities

Department Directory

Finance & Accounting

Frank Celani

Manager of Financial Reporting (CEC)

John Henriques
Manager of Financial Reporting (Operations)
making MIT work Massachusetts Institute of Technology