Need to know...

You're here...
now you need these:

• ID Card
• Kerberos / email
• Directory listing
• Keys to your office (we get our keys through the Center for Matrials Science and Engineering - please see Ed Kruzel.)
• Access to your lab - see above.
• Office door ID tag (use Adobe Acrobat Professional to edit this!)
• Mailing lists: you may want to receive notices about talks in physics. See the list of mailinglists below for ways to get yourself added.

Mail

• Your mailbox is located in 13-3139 and labeled with your office number.
• punch code to enter the mailroom: 3-3-1
• closest mail drops: around the corner in building 9 / upstairs in building 13, outside 3139.

Deliveries

Making Copies

1. Building 13 copier: It's on the 3rd floor. You'll need an access code to make copies. See the link "Making Copies" for the contact info for Kip, the copier program guy. Your group could have a copier code all your own - all you'll need is an account number for the charges to go to.
2. Copy Tech Centers (there are a few, but the one in building 11 is the main center)

Seminars and Colloquia & maillists

• Chez Pierre talk: Weekly seminar on Monday's, held at lunch time in room 4-331. Chez Pierre talks generally cover topics of interest to by condensed matter theorists, experimentalists and biophysics.
  • mailing list: chezpierre (at) mit.edu. Vist webmoira to add yourself to the list.
• Department of Physics Colloquium Series
  • mailing list: email Claudia Labollita-James if you would like to be added (please note, if you are a registered student, current faculty member or technical staff member with the department of physics YOU HAVE ALREADY BEEN ADDED.)

Buying stuff

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• VIP Card (see your faculty member for the rules about using the VIP procurement card, if they have one)
• PO or Requisition:
  1. You'll need "spend or committ" permission on the accounts your faculty member has for research or supplies.
  2. visit the SAPweb site for making requisitions to the procurement office (just keep in mind that you'll need always to be as detailed as possible when placing orders.)
  3. Keep a copy of the PO so that it can be matched up with the invoice when the time comes.
• Personal funds & Reimbursement:
  1. If you purchase something yourself - keep the receipt (you'll need to tell the vendor that you're purchasing the item for a tax exempt organization so they don't add 5%). Bring the detailed receipt to 13-2029 with the following information: What, Where, Why, When, How much, and if it's a meal, who was involved. The check is in the mail....

If you need to make a very large purchase (lots of funds, say, over $5000) you will need to collect (3) vendor quotes and complete a "selection of source" form before Procurement will complete your order.

• !!! Packing Slips !!!
  You MUST take the packing slip from your delivery out of the box or off it's side. Packing slips are to be turned in to 13-2029 as soon as the shipment is received. This is important because it's the only way the department who holds your accounts knows that it's okay to pay for something.
  
• !!! Invoices!!!
  You MUST review the invoice when it arrives - if it looks just like you expected, deliver it to 13-2029 for approval and payment. You are NOT to sign off on your own purchases - that's what the checks and balances system of accounting is for. An "approver" must sign the invoice before it is sent to Accounts Payable.
  
• !!! Receipts for Credit Card Purchases!!!
  You MUST send a copy of one of the following documents to 13-2029 or to poehlman@mit.edu for ALL credit card purchases using the MIT VIP Card:
  1. paper or electronic receipt
  2. invoice marked "paid by credit card"
  3. email confirmation of payment

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