CSAIL Fiscal FAQs
General:- I need to be reimbursed. Who do I go see and what is the process?
- I need to make travel arrangements. What is the process?
- Who verifies my procurment card purchases?
- How do I set up a purchase order (PO)?
- I didn't get paid this week. Who do I talk to?
- Where can I find a list of G/L account numbers?
- What are eDACCAS and why are they important?
- What is the process for certification of an eDACCA report?
- I'm a PI and I need to submit a proposal: who do I see?
- I'm a PI and I need a financial projection for a proposal. Who do I see?
- Where can I find a copy of the standard industrial agreements?
- When do I have to fill out a Conflict of Interest form and where can I find it?
- What if I need to renew or create a no-cost extension for a grant or contract?
- Where can I find Coeus lite?
- What are the current loading rates?
- What are the current overhead rates?
- What is the threshold for paying overhead on equipment purchases?
I need to be reimbursed. Who do I go see and what is the process?
Jillian Auerbach & Janie Porter-Nichols in 32-G422 process all reimbursements. If you need to be reimbursed for out-of-pocket expenses, you must first fill out the Request for Payment form. To ensure prompt repayment, please fill out the form as completely as possible before turning it in. For more information please see our Expense Reimbursement Page.
I need to make travel arrangements. What is the process?
Please see our CSAIL Travel page for information about CSAIL fiscal travel regulations.
Who verifies my procurment card purchases?
See Janie or Jillian in 32-G422.
How do I set up a purchase order (PO)?
See Janie or Jillian in 32-G422.
I didn't get paid this week. Who do I talk to?
If you are paid on a weekly basis and forgot to turn in your timesheet, you need to see Janie Porter-Nichols in 32-G422. If you are paid on a weekly basis and did turn in your timesheet but still did not receive a paycheck, you should also see Janie. If you are paid on a monthly basis and did not receive a paycheck, you should check in with Rachel Avery (32-G428)or John Merriman in CSAIL Human Resources to make sure that your appointment is set up correctly.
Where can I find a list of G/L account numbers?
You can find a list of commonly used G/L account numbers on our website here. What are eDACCAS and why are they important?
eDACCAs arrive on a quarterly basis and are delivered to Janie Porter-Nichols in 32-G422. After they are sorted by PI, the reports are sent on to the various financial administrators for review. After this review is complete, the DACCAs are sent to faculty for final review, corrections and signatures. Faculty then send the report back to their financial administrator to make the necessary corrections.
What is the process for certification of an eDACCA report?
DACCA is a report that lists all wage and salary activity processed through the payroll system for each cost object, showing percent of effort in addition to a dollar amount for each employee. To ensure that we at CSAIL are in compliance with our government contracts, DACCAs must be reviewed and certified by a designated cost object certifier who has direct knowledge of the work performed. I'm a PI and I need to submit a proposal: who do I see?
To submit a proposal, your first stop should be your Financial Administrator to create a budget, statement of work for the project, a list of participants, and a timeline. Routing form? Proposals must be submitted five days in advance of the deadline. I'm a PI and I need a financial projection for a proposal. Who do I see?
Financial projections are created by your financial administrator.
Where can I find a copy of the standard industrial agreements? Standard industrial agreements can be found on the OSP website - http://web.mit.edu/osp/www/
When do I have to fill out a Conflict of Interest form and where can I find it?
When submitting a proposal to NSF or NIH (PHS), all Principal Investigators and co-Principal Investigators are required to submit a Conflict of Interest (COI) disclosure form. This is done electronically at MIT through the CoeusLite website. To access the forms, please go to http://coeus.mit.edu and click the top link to CoeusLite (MIT certificate required). Next, click the COI Disclosure link at the top of the webpage and from here, you will be access, create, and/or edit your COI information.
What if I need to renew or create a no-cost extension for a grant or contract?
To renew or extend a contract, you need to send a letter to the granting agency explaining the reason for your extension. HQ has a template letter we use for this; please see your Financial Administrator to get a copy.
Where can I find Coeus lite?
Coeus lite can be found on OSP's website.
What are the current overhead rates?
The current overhead rates can be found on OSP's website. What is the threshold for paying overhead on equipment purchases?
When submitting a requisition through SAPweb to purchase equipment, MIT allows add-ons to a computer (or some other base unit) to bring the total over $3000. If a computer costs $2500, and there are $500 or more in add-ons, it will be considered capitalized equipment (GL 421818) and will not receive overhead on research accounts. Except for the items mentioned below, anything that can be considered part of the same "system" is allowable. This includes keyboards, extra hard drives, monitors, laptop batteries, memory, etc.. Items that do NOT count towards the $3000 limit are software, extended warranty plans (the base 1 year plan is ok), or additional computers and/or unrelated items. It is acceptable to submit requisitions to any vendor, but MIT procurement will often check for comparable systems through our preferred vendors. If a particular vendor must be used, please state that on the requisition, and explain why. Additionally, two (or more) vendors may be used to purchase one system. To do this, first submit a requisition for one of the vendors and make a note that this will be tied to another requisition. On the second requisition, make a note that references the requisition number from the first one and mention that it should be considered all one system. Links to MIT policy related to this topic: Coding of Equipment Purchases Capitalization Policy for Equipment What are the current loading rates?
The current loading rates can be found on OSP's website.
