Student Organization Financial Processes

The Information Included below was last updated on February 12, 2025

Buy-to-Pay (B2P)

The Buy-to-Pay (B2P) platform is used for purchasing goods or services via purchase orders (PO). Submit requisitions through B2P, which are reviewed by the SOLE Office and VPF before generating a PO for the vendor. Depending on the level of complexity in the PO, it could take anywhere from 15 business days to over 45 business days for it to be completed. Students are required to meet with a member of the Assistant Director of Financial Operations for Student Organizations in the SOLE Office if a PO involves contracts, liability forms, or other specialized paperwork.

When to Use Purchase Orders

Paying a vendor

Purchasing computers over $1,000 or equipment over $3,000

Contracts require review

Required Documents to Include When Creating a Purchase Order

Formal invoices or quotes

Contracts or statements of work, if applicable

Selection of Source Form and competitive bids if payment is greater than $10,000

Vendors

MIT utilizes a variety of vendors. However, in order to expedite processes and provide goods and services to the Institute, MIT has a list of Preferred Vendors. The B2P platform features a punch-out catalog as tiles on the B2P homepage featuring some of the most utilized preferred vendors. In order to pay a vendor through B2P, the vendor needs to be registered in the MIT system. If a vendor is new to the MIT system or has not been active in the MIT system for 18 months, you will need to register the vendor. You can request to register a vendor by following the Request a New Supplier instructions on the VPF website.

Purchasing via B2P

Instructions for how to complete purchases through the B2P system.

Registering a Vendor

Instructions for how to register a new vendor.

Contract Policies

Contracts protect organizations and MIT from liability and clarify expectations for services. Use the MIT Student Group Contract for external services.

1. Only Authorized Institute Personnel May Sign Contracts

Visit the Contracts page on the VPF website for details.

2. B2P Must Be Used to Process Paid Contracts

All contracts involving payments must be processed through B2P.

3. Unpaid Contracts Must Be Reviewed

Non-payment contracts must be reviewed by the SOLE Office’s Assistant Director of Financial Operations for Student Organizations.

4. External Contracts Require 30 Days for Review

Student organizations must allow at least 30 business days for review of external contracts.

Student Organization Funding & Financial Stewardship Staff Advisors

Ramon Downes

Assistant Director, Financial Operations for Student Organizations

rdownes@mit.edu

Mary Mango

Financial Assistant

mmango@mit.edu

Connor Perez

Administrative Assistant

cjperez@mit.edu

E: sole@mit.edu
P: 617-253-6777

Student Organizations, Leadership & Engagement

77 Massachusetts Ave
Cambridge, MA, 02139