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It covers directly sponsored events as well, explains applicability across affiliates with possible stricter affiliate policies, and requires expenses to align with budget availability and—when applicable—federal project regulations. 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Markell, VP Finance  \nApproval Date: February 1997  \nEffective Date: February 1997  \nRevision Date(s): Feb 2005 Apr 2006 Jan 2009 Sept 2010 Mar 2012  \nNext Review Date: September 2013  \nContact Person: Partners Materials Management Client Services  \nKeywords:  \nHotel Allowances, Employee Reimbursements, T&E, Travel and Entertainment  \nI. General Policy  \nA. Applicability  \nThis document (the “Policy”) sets forth the policy and procedures of Partners HealthCare System, Inc. and its Affiliates (collectively,“Partners”) for the reimbursement or payment of travel/transportation expenses (local, domestic, and foreign), lodging expenses, meal expenses, entertainment expenses, conference fees (conferences, seminars, and similar business or professional programs), and other business/professional expenses (collectively,“Business Expenses”) incurred by Partners employees in connection with their work-related endeavors at or on behalf of Partners. This Policy also covers business events or functions that are sponsored by Partners, or a Department within Partners, such as development functions, occasional holiday parties, picnics, retirement events, employee award ceremonies or other similar functions, regardless of the venue, even though such events are generally paid for directly by Partners (“Directly Sponsored Events”) .  \nThis Policy applies to all Partners Affiliates and their employees, except to the extent that an Affiliate adopts policies that are more restrictive than this Partners Policy (“Affiliate Policies”) . If an Affiliate/Department imposes more restrictive policies, administration of those policies must be managed at the Affiliate/Departmental level. The Partners Corporate Accounts Payable Department will be responsible for administering only the terms of this Policy.  \nReimbursement or payment of any Business Expenses is always subject to the availability of a Partners Department’s budgeted funds. This Policy (and any Affiliate Policy) applies to Business Expenses regardless of the source of funds, including expenses that are charged to federally sponsored projects and “Sundry Funds”. Expenses related to federally funded projects, whether charged on a direct or an indirect cost basis, are also subject to specific federal regulations, as well as the terms of the award and the budgetary constraints of the project.  \nAll payments to independent contractors, speakers, consultants, etc. , both for services and to cover out of pocket expenses, should be paid directly by Partners (rather than paid by an employee who is later (reimbursed) and will be reported to the IRS as taxable income to the recipient. Partners will not assume risk for validating these expenses as tax deductible or for maintaining original documentation for subsequent audits. Managers should still assure themselves of the reasonability of business expenses and Partners’ responsibility for them per contract terms before authorizing payments to the contractors. However, contractors should maintain their original documentation as support for expenses they can use to offset the reported income on their tax returns. Invoices for these expenses should be submitted to Accounts Payable with a Check Request rather than on forms required under this policy.  \nFor further information or questions concerning this Policy, please contact the Partners Materials Management Client Services Department at 617-726-2142.  \nB. Requirements for Reimbursement or Payment of Business Expenses  \nPartners employees are urged to be mindful of the stricter standards they must meet in their use of the funds of the ","cbCaitZxrBxrDqdt","https://ap.wps.com/l/cbCaitZxrBxrDqdt","pdf",104253,22,"English","# I. General Policy\n## A. Applicability\n## B. Requirements for Reimbursement or Payment of Business Expenses\n## 1. Business Purpose","[{\"question\":\"Who does this business expense policy apply to?\",\"answer\":\"It applies to all Partners HealthCare entities, employees, and agents, and to affiliates’ employees unless an affiliate adopts more restrictive policies.\"},{\"question\":\"What kinds of expenses are covered?\",\"answer\":\"Covered expenses include travel and transportation (local, domestic, foreign), lodging, meals, entertainment, conference fees, and other business/professional expenses, plus directly sponsored business events or functions.\"},{\"question\":\"What requirements must expenses meet for reimbursement?\",\"answer\":\"Expenses must be connected to the employee’s work-related endeavors, have a bona fide business purpose, and be ordinary, necessary, and reasonable; determinations by Accounts Payable are binding and may be subject to audit.\"}]","Policy and Procedures for Employee Business Expenses | PDF",1790030090,8]