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Request a Payment (RFP)

This documentation refers to the Atlas Online Gateway.
You can access Atlas at

Use this online form to request a payment for:

  • Subscriptions, memberships and dues, and registration fees for local conferences with no overnight stay. (Reimbursement requests for registration fees for conferences with an overnight stay should be made via a travel expense report.)
  • A taxable payment such as a prize, award or honorarium to a student or non-MIT payee. Taxable payments are considered income and therefore subject to income taxes. (Employee awards are paid through HR/Payroll.)

Requests for reimbursement for out-of-pocket expenses should be made via a "Request for Reimbursement".

MIT community members have choices for the method MIT uses to pay their RFPs. These choices may be set via reimbursement preferences at About Me > Money Matters > Direct Deposit Preferences.

Note: If you submit RFPs for other MIT community members, you may wish to ask if they have chosen their reimbursement preferences. If not, their reimbursements will be directly deposited to their payroll bank account, if they have one, or mailed to their home address, if they do not have a bank account on file with HR/Payroll.

The business rules and policies for RFPs are set by Accounts Payable in the Office of the Vice President for Finance.

Completing the online RFP

The four steps in this process are listed below. Step 4 is critically important because this is where you send your RFP to another person to review or approve. Until you complete Step 4, your RFP remains in your own RPF inbox and cannot be approved.

  1. Enter information in the following sections on the form
  2. Reimbursement details
  3. Mailing instructions (if necessary)
  4. Line items
  5. Note to Central Office (Accounts Payable or OSP) - optional
  6. Click Save and Continue to create the RFP record
  7. Attach a Receipt file to the RFP
  8. Click Send to, choose a reviewer or approver as the recipient, and send the RFP.

Step 1

Payment Details

In this step, you may leave "G/L Account" and "Cost Object" blank for your RFP approver to fill in, if that is your department's process. At a minimum, you need to enter the "Date of Service", "Amount", and an "Explanation" of the expense. You will also need to enter tax information and mailing instructions if this information is not already on file in the system.

Payee This field should already be completed based on your search for Payee. If not, then enter the Payee's complete name.
If the payee name is not correct, click Change Payee and search again.
Charge to This field will default to MIT. Change this if necessary to another Charge to area e.g., Tech Review.
Name this RFP (Optional) Enter a name to help you group and search for RFPs.

Permanent address (for tax purposes)

This section appears only if the information is not already on file. Please enter the requested information.

Country Select the payee's country from the drop down list.
Address Enter the payee's street address.
City Enter the payee's city of residence.
State/Region Enter the payee's state or region of residence. If the country is the United States or Canada, you may choose from a drop down list.
Postal code Enter the payee's mailing zip or postal code. This is required if the country is the United States or Canada.

Payee's Tax Information

Is payee a US citizen or a resident alien? Select Yes, No, or Payee is not an individual.
SSN/TIN On File If this information is already on file, "SSN On File" appears. If not, enter an SSN (Social Security Number) or TIN (Tax Information Number) using the following format INCLUDING hyphens:
SSN #########
TIN ##-#######
Type of Visa If the payee is a non US citizen or a resident alien, enter the Type of Visa.
Note: This information is only required for non US citizens or resident aliens.
Country of Citizenship If the payee is a non US citizen or a resident alien, select a country from the drop down list.
Note: This information is only required for non US citizens or resident aliens.

Mailing Instructions

This is where you choose how the check is to be sent: Mail check to payee or Deliver check to MIT address. The mailing instructions will be automatically set to "Mail check to payee", with the mailing address filled in either with the address on file or from the "Permanent address" you entered above.

Note: You cannot change the mailing address here, because it is coming from previously entered information or from the address on file in HR/Payroll. To correct a Permanent Address that you entered above, go back to Permanent Address and change it. Employees can correct an address on file in HR/Payroll by selecting the address they wish to update on the Employee Self Service Personal Information tab. Students may update their addresses via WEBSIS.

If you wish to have the check delivered to an MIT address or held for pickup, for example, for a student award, select "Deliver check to MIT address" and complete the requested information.

Mail check to payee

Country The payee's country will be automatically entered.
Address The payee's Address will be automatically entered.
City The payee's city will be automatically entered.
State/Region The payee's State/Region will be automatically entered if the country is the United States or Canada.
Postal code The payee's Postal code will be automatically entered.

Deliver check to MIT address

Deliver Check
Name Name of person accepting check.
Building-Room Building and Room of person accepting check.
Check being Held
Name Name of person accepting check.
Phone Phone number of person to be called when check is ready.

Line Items

Date of Service Date of Service is the date on which the service was rendered or the product was purchased. If this request covers a range of dates, enter the last date in the range.
G/L Account Only select a G/L Account from the drop down list if you know what it should be. Otherwise leave it for the Approver or Reviewer to enter later.
Cost Object If you aren't familiar with Cost Objects leave this field for the Approver or Reviewer to enter later.
Amount Enter the amount for the goods received. This may be the total of several receipts for the same type of purchase.
Explanation Enter a brief description of the goods or services received and the rate of payment.
For meeting-related expenses, please enter additional information. To see what information is required, temporarily select the first G/L on the drop down list, 421000, and press tab. The list of required information will appear below. You may copy and paste it into the text box as an aid to entry.

Add Line

Add Line The Add Line button will create a complete new row with Date of Service, G/L Account, Cost Object, Amount and Explanation fields.
You DO NOT need to create a new line for multiple receipts charged to the same cost object and G/L account. Enter the sum of these receipts in the Amount field.
You DO need to use multiple lines for cost allocations split among multiple cost objects and G/L accounts.
Total When you add a 2nd line, an automatically generated total based on the amounts you enter for each line item appears below. You cannot change this total except by changing the individual line item amounts.

Remove Line

To remove a line empty all fields on that line. The next time you Save or Send To that line will be removed unless it is the only line on the page.

Note to Central Office

Note Use this space for additional explanation to either Accounts Payable or the Office of Sponsored Programs (OSP), or to add a request to Accounts Payable. Please contact Accounts Payable at 617-253-2750 or if you have a special request.

Step 2

Save and Continue

Save and Continue Click the Save & Continue button when you finish entering information. This will create the reimbursement request in SAP and assign an RFP number.

The Attach Receipts dialog box will appear above the page.

If any required information is missing, you will see an error message near that field or in a red box at the top of the page indicating that it is required. Enter the required information and click Save & Continue again.

After you click Save & Continue, you will see the following message confirming that your RFP was created.

Important Note: "Parked" means that your RFP has been created by the system but is being held until you complete the final step: Step 4 - Send to. This gives you the opportunity to review your RFP before you send it for review or approval. However, you must send the RFP on to be reviewed or approved. If you do not send the RFP to the next person in the process, your RFP cannot be approved.

Step 3

Attach or View Receipt

Before you can attach a receipt to your payment request, you will need a scanned copy of the receipt as a pdf or image file. The following types of image files are supported - jpg, txt, gif, pdf, png, tiff, or bmp. The file size must be less than 2MB.

Note:  If you have an issue attaching a file that is less than 2MB, save the file as a different type (i.e., jpg to pdf, etc).

Attach Receipt Click this button to begin the process of attaching receipt documents to this RFP. Use the Browse button (or in Safari the Choose File button) to navigate to the receipt file on your computer. Then click Attach. You are returned to the RFP with several new options available.
View Receipt Click this button to view the receipt documents attached to this RFP.

Step 4

Send to

If you have completed the RFP, click the Send to button to route it to the person in your department who reviews or approves your RFPs. This step is essential to getting your RFP paid.

Search for Recipient

Recipient's Name Enter the exact last name of an MIT person. Use either upper or lower case. If you are not sure of the spelling of a name, enter at least 3 characters of both the first and last name. Click on Search and a list of matching recipients will be displayed.
Select Recipient Select a recipient from the list. If there was only one result, you don't need to select anyone. This person will automatically become the recipient when you click Send. People without email addresses on file appear with an n/a next to their name and you cannot select them.
Note to Recipient This text box allows you to enter an optional message to the recipient. The recipient has the option whether to pass this message on to Accounts Payable or the Office of Sponsored Programs (OSP). If you received this RFP with a note attached, it will appear here as the default message.
Send Click the Send button and this RFP will be forwarded to the recipient.


If you're interrupted while entering information or if you change information you can save edits by clicking Save. Save prevents you from losing your changes if you close your browser or your session times out.

See other Help pages - Track My Reimbursements and My Reimbursements Inbox - to learn how to retrieve your saved RFPs.

RFP Confirmation

After you click Send to, you will see a non-editable version of your RFP with the words RFP Confirmation at the top. This confirms that your RFP has been routed to the person you selected in the Send to step above and that your RFP is on its way to being reviewed and approved.
You can view the RFP History at the bottom of the screen.

Reference Guide

Reference guides and documentation sets

Last Modified:

May 16, 2017

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