MITemps System Transition FAQs

Use VNDLY to request, hire, manage, and approve time for your MITemps temporary staff (associates). Access the VNDLY tool at https://mit.vndly.com. Your username is your MIT email address. After you enter your email address, you will sign in using Single Sign On (SSO) through MIT Touchstone. MITemps hiring managers do not need a password.

If you are working with an Associate, check the following with them:

• Are they using the correct browser?  Preferred browsers are Chrome and Safari.
• Have they gone through the initial process of resetting their password?  Steps:  Go to the VNDLY webpage and select “forgot my password.” They will receive an email from VNDLY to reset their password. Next step is to go through the User Account confirmation page, review the data and then save.  Once saved, they will go to the MIT log in page and proceed to log in.
• Are they signing in with the right email address?  Suggest that they try both their MIT and their non-MIT email addresses.  (If you suspect this is the issue, the nextSource program team has a list of email addresses that can be checked.)
• Are they actively on assignment?  If not, the associate won’t be able to sign in until they have an active assignment.

If you are a MIT manager or timesheet approver, check the following trouble-shooting questions:

• Are you using the correct browser?  Preferred browsers are Chrome and Safari.
• Managers must first enter their MIT email address (Kerberos) as their username, and then sign on through MIT SSO (single sign on) through MIT Touchstone.
• Are you a current user (or approver) of MITemps?  If not, you won’t be set up in VNDLY at this time.  If you would like be added to the system, email the nextSource program team at mit@nextsource.com.
• If you are receiving an error message that says, “Application error: a client side exception has occurred (see the browser console for more information),” you just need to complete your profile in VNDLY and then save.  The message will disappear.

Yes. You can now enter your MITemps requests directly in VNDLY.

No. Coupa has been discontinued. On December 19, MITemps associates began entering their time worked into VNDLY. Monday, December 26 will be the first timesheet approval date for hiring managers.

Approvals are conducted in VNDLY or through your email notification link.

Timesheet approval responsibility still rests with the timesheet approver. As a best practice, managers should approve timesheets on Mondays to meet the payroll deadline. Timesheet approvers who will be out of the office should establish a delegate if possible.

To ensure the integrity of billing cycles, automatic approval will be engaged on Tuesday mornings for time sheets which were submitted but not approved. This ensures that associates are paid on time and that the payroll deadline is met.

Managers may modify work orders in VNDLY on their own.

Yes, you can assign multiple timesheet approvers in VNDLY.

No, multiple timesheet approvers are permitted primarily to ensure there’s a backup approver if the primary manager is out of the office. The additional approvers do not need to take any action each week, unless you will be out of the office and have instructed them to approve timesheets.

The system does not allow for percentages or number of hours allocation; however, associates will be able to assign their hours to multiple cost objects if needed. This will then be visible on their timesheet for approval by their timesheet approver.

The financial officer field is a reference field for the financial officer or administrative officer name. This is a person to contact as a point of escalation if the cost object/charge code is expired.

No. The financial officer field is a reference field only. Its purpose is to serve as a contact for escalation if the cost object/charge code is expired.

Yes. Enter the amount the associate will be paid in the Pay Rate field. 

Yes, nextSource can help you set up views of multiple assignments/associate information.

No. The onboarding process is separate from VNDLY and will not change.

NextSource provided live training webinars to both MITemps hiring managers and their associates. Recordings of the trainings and user guides are available on this site.

Yes, we’ve posted their training, FAQs, and user guides on this site.

The new tool has a number of advantages over the prior system:

• An intuitive, modern user interface that is accessible over multiple devices (including mobile) with little training;
• The convenience of SSO (single sign-on) through MIT Touchstone;
• A consolidated technology platform that allows managers to create, submit, and review MITemps assignments in one location;
• Expired cost objects will no longer be visible to MITemps temporary staff, minimizing the need for adjustments; and
• The ability to run reports.

NextSource, our MITemps vendor, partnered with us on the transition and provided training and support for MIT hiring managers, timesheet approvers, and temporary staff.