FREQUENTLY ASKED DEPARTMENTAL QUESTIONS:
- What are considered reimbursable expenses?
For this please refer to the Trustee Business Expense Policy
Trustee Business Expense Coc. T92-031 (Appendix C)
All reimbursements require original receipts showing proof of payment. Proof of payment includes and is not limited to; bank/credit card statements (redact account numbers before submitting), original airline ticket or e-ticket stating payment, and original cancelled check. If originals are not received it becomes a tax issue and you a will receive a tax form (1099) at the end of the year. Reimbursements are "frowned upon" and payments should go directly through the procurement process.
- When are checks generated?
Checks are created generally on Tuesdays and Thursday. Checks are mailed the next business day unless A/P is notified that a special arrangement is needed. The check schedule is subject to change without notification.
- Why does A/P only pay current charges and require original invoices?
Invoices reflect the charges for the current billing period. Statements do not have the information needed to "back-up" the charges and generally represent a different period in time. Paying current charges gives the A/P office and
departments the ability to easily track payments and avoid possible complications to the billing process.
Originals are required by the federal and state auditors. Copies should not be used (with some exceptions) for payment in A/P.
Paying off copies can lead to duplicate payments.
- Why does A/P not pay late fees?
As a general rule, A/P will not pay late fees. However, if the vendor wants late fee payment they must compute the late fee based on the Comptroller's Memo FY #2011-07 Late Penalty Interest Rate.
Under the provisions of M.G.L. c.29, s.29...C815 CMR 4.00
- When do we pay tax?
Sales Tax - Non-Employee reimbursement (individual)
Meals Tax - Reimbursment to an Employee (Business Expense Form)
Out of State Meal Tax
Hotel Tax - City tax, State tax, Town tax, Room tax
Gasoline & Fuel Taxes
We don't pay:
Sales Tax - Vendor or Employee (note: we will reimburse sales tax to an employee in travel status)
Meals Tax to a vendor
State Excise Tax
Cell Phone Sales tax
When does AP need departmental signatures to
pay an invoice?
When the invoice is being paid on a blanket
purchase order for more than $1,000.00.
When does AP need a contract for services?
When the invoice is paying for services to an
individual for $1,000.00 or more.