Policies


  • Original receipts and signature are required.
  • Use the RFP when reimbursing for out-of-pocket expenses.
  • Payment to a supplier (postmaster, subscriptions, memberships and dues, registration fees) may be paid in most cases with a request for payment.
  • Payment of speaker fees, honoraria and non-employee awards. Such taxable income must include payee’s permanent address and Social Security number. Employee awards are processed through the Payroll Office. Taxable income for non-resident recipients are subject to federal withholdings. Tax Treaty information and questions regarding withholding tax can be obtained by calling Cathy Cherico, 617-253-2768, or by visiting the IRS website.
  • Reimbursements for food/meetings must include the business purpose of the meeting (topic of discussion), a list of attendees and date and location, if not self-evident.
  • There is no dollar limit, but purchases made with requests for payments must follow Selection of Source regulations.
  • Reimbursements for computers, servers and laptops over $1000 require a purchase order so the Property Office can track the item(s).