Mass General Brigham Invoicing Procedures for Suppliers/Vendors

Updated January 2021 1

Business acknowledges that if invoices are not submitted in accordance with this section, Mass

General Brigham (Customer) cannot guarantee the timely payment of fees.

A. ORDERS & INVOICES:

Business shall submit invoice(s) for payments due hereunder upon receipt of Customer’s

written approval of Services and/or Deliverables. To ensure timely, and correct payment,

Vendor acknowledges and agrees to adhere to the following standard operating procedures

for Order Receipt, Invoicing and resolution of non-payment. Failure to follow the below

procedures may result in the delay of payment.

Order Receipt

• Orders from Mass General Brigham (formerly Partners HealthCare) must be

accompanied by a PO in standard Mass General Brigham format: 10 digits, numeric

only. Orders not accompanied by a PO will be denied.

• Vendors must acknowledge and confirm order details within 24 hours of order receipt.

Orders may be confirmed via fax to (617) 565-0634, or via email to

POConfirmations@partners.org

Invoicing

• Standard payment terms for Customer are Net 45 days from the invoice date.

• All invoices must be submitted to Customer upon acknowledgement of receipt of

Deliverables or written confirmation of satisfaction with Services.

• Invoices exceeding 1 year after provision of Deliverables or Services will not be

accepted without demonstration of earlier collection attempts.

• All invoices must contain, at minimum: the invoice number, invoice date, PO number and

remit address.

• Only 1 PO can be listed per invoice. No more than 1 invoice may be listed per page.

Multiple invoices cannot be combined onto single pages.

• Invoices shall not include interest or late payment charges.

• Agreements, excel spreadsheets, statements, or anything other than an Invoice Copy in

PDF or TIF image will not be accepted

• Please submit only 1 copy of each invoice.

Invoicing Methods

1. EDI. Mass General Brigham’s preferred method of invoicing is via EDI (Electronic Data

Interchange). If your organization is capable of this method of invoice delivery, please

contact PHSMMISVENDORUPDATE@partners.org

2. Mail. Mail Invoices containing Purchase Order number on each page to:

Updated January 2021 2

Mass General Brigham

Attn: Accounts Payable

399 Revolution Drive Suite 327

Somerville, MA 02145

3. Email. Invoices that are transmitted via email to: PHSPOINVOICE@PARTNERS.ORG

must follow the below technical requirements.

• Invoices MUST be submitted as attachments that are an unencrypted “.pdf” or “.tif” with

a maximum bit depth of 24.

• Attachments should contain invoices ONLY (please do not include cover pages,

statements, agreements, etc.).

• Purchase Order Number MUST be referenced and visible on each invoice.

NOTE: When submitting an invoice with a “hand written” PO number, please be sure to use

Black ink only. Other colored ink does not scan well, and the PO number is often illegible.

Payment

• Mass General Brigham’s method of payment is credit card through Bank of America E-

Payables program. Details of the program can be found at

www.bankofamerica.com/epayablesvendors

• Payment inquiries can be directed to Operations Support department at 617-726-2142

Resolution of Non / Short Payment

• Submissions to Operations Support not accompanied by the correct ticket number for

the invoices submitted will not be accepted.

• Vendors must contact our Operations Support department at 617-726-2142

immediately once an invoice becomes past due or was determined to have been paid

short.

• If Business becomes aware of any issue related to payment, Business shall contact

Supply Chain Operations Support at 617-726-2142. While the parties are engaged in

good faith business discussions intended to achieve a resolution to such issues,

orders will not be held.

• All submissions to Operations Support require a ticket number, which can be obtained

by calling 617-726-2142. A new ticket number is issued for each case/call. Once a

ticket is obtained, invoices requiring resolution may be submitted via email to the

provided address.

• Submissions to Operations Support not accompanied by the correct ticket number for

the invoices submitted will not be accepted.

B. TRAVEL OR OTHER OUT OF POCKET EXPENSES:

Any time spent by any employee of Business (“Business Employee”) or agents of Business

commuting to and from their homes shall not count as time spent in providing Services to

Customer. Any additional time spent by a Business Employee or such agents traveling at

Updated January 2021 3

the specific request of Customer shall count as time spent in providing Services to

Customer. Such time must be pre-approved in writing by Customer and shall be subject to

any maximum payment caps agreed upon by the parties. Travel and other out of pocket

costs must comply with Mass General Brigham Travel Expense Requirements for Vendors

(https://www.massgeneralbrigham.org/Vendors/TravelExpenses), including documentation of

actual expenses where required and a cap of travel and other costs not to exceed nine

percent (9%) of total fees paid.

C. EXPENSES: Customer shall reimburse Business for reasonable expenses directly related to

the Services, provided that Customer has authorized such expenses in writing in advance.