MIT offers several payment methods for expenses, each with specific requirements. Here are the four ways to make purchases:
- P-cards
- Travel Cards
- Buy2Pay
- RFPs
💳 Procurement Card (P-card)
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P-cards are recommended for time-sensitive payments; purchases that are less than $1000 for equipment, or otherwise $3,000 or less; or purchases that require a card.
To get a p-card:
- Complete the required training, which you can also find in the Atlas Learning Center
- Complete the additional form, linked in this training
- Apply for a P-card by filling out this application and the trainings and forms outlined above
- By using a p-card within Physics you agree to Physic’s p-card documentation policy
Reconciling P-Card Transactions
The finance team may reach out to cardholders directly with questions about purchases to ensure compliance with MIT and federal spending policies.
Cardholders or their Card Managers must submit documentation and justification for all p-card purchases. To simplify this process, Physics uses QuickBase. Save all receipts from your purchases so that you or your administrative assistant can upload them to QuickBase for the finance team's review.
After you’ve applied for your p-card, you’ll be invited to join QuickBase to get started submitting documentation. QuickBase can be accessed here, or you can copy and paste the following into your browser: https://mit.quickbase.com/db/bpwviugx3
Instructional videos on how to use QuickBase to manage p-card transactions can be found on the top right corner of the Apps homepage.
Questions related to QuickBase p-card issues should be directed to phys-finance@mit.edu.
Questions related to the p-card (receipt, activation, credit limits) should be sent to procard@mit.edu.
🚋 Travel (Concur)
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The travel card allows authorized business travel expenses to be charged per MIT policy. VPF’s Travel Planning and Expensing guide can be helpful in learning how to submit travel reports (VPF links may need to be accessed twice to load the correct page. Please make sure you are signed in). It offers sections outlining travel policies, booking domestic and international flights, common issues while traveling, and many other helpful guides.
To get a travel card:
- Complete the training Travel Policies for the Traveler, which is available in the Atlas Learning Center
- Complete the application in Apply for a Travel Card
If you haven’t received your travel card after applying for one, please reach out to the travel support office at travelsupport@mit.edu.
Travel card charges appear in your Concur Profile. You'll use Concur to create travel expense reports, which are reviewed by both the travel support team and Physics finance. All travel reports must be submitted within 30 days of trip completion.
🛒 Buy2Pay (Coupa)
Buy2Pay, or B2P, is the method of purchasing to use for expenses that are not time-sensitive, larger scale purchases, when you do not yet have a procurement card, and for items not allowed on the procurement card, including but not limited to:
- chemicals
- equipment $1,000 or more
- furniture
- and more
Repeated purchases of any of the items above on a p-card may get your card privileges revoked!
Instructions for getting started with Buy2Pay can be found here on the VPF site (VPF links may need to be accessed twice to load the correct page. Please make sure you are signed in).
You can also get started by referencing our internal instructions on Creating a requisition in Buy2Pay.
💸 Requests for Payments (RFPs)
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If you have access to Atlas, you can submit a Request for Payments (RFP). This purchasing method is ideal when you've used personal funds because you didn't have time or access to use B2P or a p-card.
To access the RFP system, login to Atlas > My Reimbursements > Request a Reimbursement for Me. See How do I submit an RFP? for instructions on how to request a reimbursement. You can also find information at the the VPF site here: https://vpf.mit.edu/request-a-reimbursement.
That’s all of them!
Keeping the rules straight
It can be challenging to keep track of which purchasing method to use when, here's a handy set of guides you can bookmark for future reference:
- Choosing the right purchasing method — A simplified, visual guide for what payment system to use for which item or service you’re trying to get!
- How do I complete a travel expense report? — Provides a little more detail on the difference between a “local trip,” and one including airfare and hotels, and which GLs to use for travel RFPs (the few times travel RFPs are relevant).
- What kinds of things can’t I charge to a p-card? — Exactly what it sounds like on the tin.
- Commonly used GLs — Provides an overview of the most commonly purchased items on a p-card, through Buy2Pay, and by RFP. If you need more detail on what goes where, this is your one-stop-shop!
- Commonly confused GLs — It can be a guessing game to figure out the difference between 2 or more similar GLs so that you can correctly categorize your purchase. Here are a handful of the most confusing ones and when to use them! For all methods of purchase.
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