Directly Sponsored Events are business events or functions that are sponsored by Partners or a Partners Department. 

Some examples of directly sponsored events are large meetings involving food/beverage, development functions, holiday parties, picnics, luncheons, retirement events, employee award ceremonies or other similar functions, regardless of the venue, and are generally paid for directly by Partners.  

  • Employees must obtain special approval for these types of events in accordance with the “Approval” section in Part I of the Policy and the Special/Advance Approval Matrix at Appendix C to this Policy and in advance of incurring expenses for the event.  
  • The Advance Authorization Form for Directly Sponsored Event should be completed and Special Approval granted prior to any expenses being incurred or contracts executed related to the event.  
  • A copy of the Advance Authorization Form should be submitted with all Check Requests or Employee Business Expense Reports related to the event.  
    • Expenses associated with a Directly Sponsored Event (i.e. meals or travel) are subject to the limits on Allowable Amounts and other applicable limits or requirements, including specific documentation requirements, described in Part I and Part III of this Policy.  

Partners Policy and Procedures for Business Expenses:

https://grcarcher.partners.org/default.aspx?requestUrl=..%2fGenericContent%2fRecord.aspx%3fid%3d221820%26moduleId%3d65

Submitting the advance authorization form:

  1. Complete the advance authorization form in its entirety prior to your sponsored event
  2. Obtain the signature from your general approver
    • The general approver is Ryan Sullivan, Finance Director
  3. Scan and email your completed form to Joe Carone, MGH Controller, JCARONE@PARTNERS.ORG
  4. Retain a copy of your approved advanced authorization form, so you may submit this with reimbursement or My Wallet transaction

Important to Note:

  • Partners Healthcare is a tax exempt institution and tax should be withheld from all expenses.
    • Please use the Partners Certificate of Tax Exemption 

Available Documents

  Advance authorization form  
  PHS Policy on Business expense  
  PHS Tax exempt form

MGH Corporate Credit Card Program website can be accessed HERE.

Submitting the Application:

To apply for a corporate credit card, please apply online in PeopleSoft Financials. Follow the steps below to locate the online application:

  1. Log in to PeopleSoft Financials.
  2. Enter your network User ID and Password.
  3. Select Financials Production.
  4. Click Main Menu -> Forms – > Corporate Card Application
  5. Click the Add a New Value tab.

Information on using the form and understanding the application can be found by clicking on the Instructions tab at the top of the application.

MGH Corporate Card policies and forms website can be found HERE.

MGH Corporate Card FAQs can be found HERE.

Using your corporate card:

  • Please refer to the business expense policy to verify what is allowable, by clicking HERE.
  • For directly sponsored events using your corporate card, please refer to the attached guide and submit an event authorization form
  • Please also refer to the corporate card program guide (link to guide) as an additional resource

Reconciliation:

  • All corporate card transactions are required to be processed through the My Wallet Expense Module in PeopleSoft Financials.
    • Please refer to the My Wallet instructions below, on how to submit your monthly reconciliation
    • It can also be viewed online, by clicking HERE.

If you have any questions about process, please contact the Corporate Card Team at mmcorporatecard@partners.org, or Client Services mmclientservices@partners.org

Available Documents

  Corporate Card Program Guide  
  My Wallet Transactions