How to use the RPF App tool

Access:

The RFP tool can be accessed on the Atlas Apps website (not the main Atlas website): https://app.atlas-apps.mit.edu

Or via the Atlas mobile app, which you can download here: https://apps.mit.edu/

In both cases, you should be able to click on the tile labeled “Payments & Reimbursements” to submit or review (but not approve) and RFP.

Setup:

Submission and review of RFPs takes place in the new tool. Approval takes place in B2P. DLC invoice approvers will see RFP submissions in B2P as invoices for their approval, with an invoice # “RFP_number”. Further details can be learned in the training.

Transition:

MIT has fully transitioned to the new tool, the old RFP tool is no longer available.

How to create an RFP (Request For Reimbursement)

Click on payments and reimbursements tile on dashboard.

To start new request press “New Request” button:

Press “Reimbursement” and choose if you want to reimburse:

Myself

Someone at MIT

External individual or supplier

Reimbursement for Someone at MIT/External individual or supplier

Search up the person you are trying to reimburse. Your page should look like this:

💡

You can search for someone using either their name, email. or kerb

Press the “add line item” which should take you to a page that looks like this, where you can fill out the date of service, amount, GL, and cost object.

💡

When you input your GL and cost object, the “type ahead functionality” system allows you to put in the name, or the number in order to find it.

Splitting the cost up (doing a split)

After adding first line item, select “Add a split”:

For the second line item, you can add another Gl, or cost object, or both. You can then toggle the percentage or amount that you want to divide between the two line items:

Select continue on the top right corner.

Adding a receipt

Select “Add a receipt”. Make sure you have the recipt on file in your device so that you are able to upload it on the next page:

❗

When creating a request for reimbursement a receipt is REQUIRED.

You can:

Add as many document attachments as you want

Continue to add more line items

Add additional notes to AP

Delete the whole thing before submitting if you made a mistake

Submitting the RFP

Select “Continue” in the bottom right corner.

There’s an option for the RFP for either review or submit. Select ‘submit for approval’ so that it gets to the approver.

Sending for review

Only select this option if you need someone to review your request before submitting. If you don't need review assistance, submit directly for approval.

Select send for review, your page should look like this:

You can select “Add someone to help” and search for a person you want to send it to for review. You have the option to write a small note before sending.

By selecting “Send” in the upper right corner you send the RFP off to be reviewed.

On the “My requests” home page the RFP should show up as “pending review”:

⚠️

IF YOU NEED TO CHANGE OR REMOVE THE REVIEWER: select on the RFP again, and you can select either change or remove in the bottom right corner

Submitting for approval

Select submit for approval.

On the homepage, the RFP should have this icon next to it:

That's all!

Changes after submitting

Once submitted, the request goes into B2P. If you need your RFP returned, contact phys-finance@mit.edu as soon as possible and our team can reject it.

How to request a new supplier

In order to request a supplier that is not already set up, you must:

Starting at the homepage of payments and reimbursements section, you select “new request”, then “payment”, then “External individual or supplier”

You can then search for the supplier by name. If they do not show up, it means they are not in the system and you need to request them as a new supplier. Below you can see, the supplier “Jamie J Music” is not showing up you you select “add new supplier”.

A short video will then appear demonstrating how to request a new supplier in Coupa. Follow the instructions in the video.