Fiscal Procedures

SOURCING AND PROCUREMENT

These guidelines provide general information regarding purchasing and reimbursement for purchases at MIT for Physics Department accounts.  It is recommended that you review the references that are provided throughout the guidelines for more detailed information.  If you have any specific questions, please contact the Physics Finance Department.

Ordering via MIT eCatalog:

The MIT eCatalog is an electronic procurement portal which links you directly to the online catalogues of many partner and preferred suppliers. You will find real time availability of products at MIT's contracted pricing. Most orders can be placed through eCat. Always check first to see if an item can be purchased here.

MIT's eCatalog is a great first choice for purchasing because no credit cards are necessary and no sales tax will be included in any order.

Purchasing limits: Purchases greater than $10,000 will require additional documentation before being processed. A procurement agent will contact you with further instructions for completing the necessary forms.

Restricted items: Restricted items must be approved by the Sourcing and Procurement office before they can be purchased. These items include, but are not limited to:

  • Cyanide & Arsenate
  • Toxins
  • Hypodermic needles
  • Syringes
  • Radioactive substances
  • Firearms and ammunition
  • Precious metals
  • Live animals 
  • Tissue

In order to purchase restricted items, you must: (1) prove you meet the compliance requirements of MIT and federal regulations and (2) demonstrate that you have a license to order it and/or a certificate to possess it. To purchase restricted items, please contact Sourcing and Procurement at procurement@mit.edu. They are familiar with the compliance requirements and federal regulations and can help you obtain the required approvals.

For more information or training: Visit the  eCat homepage for tutorial videos and FAQs.

Reimbursement for out-of-pocket expenses:

Faculty, Staff, Students, and Postdocs are able to be reimbursed for purchases made on behalf of the MIT Physics department. All purchases submitted for reimbursement must include an itemized receipt that also contains a proof of purchase. Reimbursements should not be submitted for purchases made with a procurement card.

Reimbursement for travel expenses:

Faculty, Staff, Students, and Postdocs are now able to submit receipts and information for travel reimbursement.

In order to process these, please ensure you have access to Concur. To check your access, or begin a travel reimbursement please go to Atlas > Full Catalog > Purchasing > Travel > Travel Expenses and Booking (Concur).

For a visual demonstration of this process, click here — https://phys-screencasts.clarify-it.com/d/xdhtzv.

Procurement card transactions:

For information on how to apply for a Procurement Card and how to use a Procurement Card please visit: https://vpf.mit.edu/order-using-a-procard.

Last updated on October 11, 2016 11:58 AM