Supplier/Vendor Information

Mass General Brigham (formerly Partners HealthCare) (Customer) requires vendors/suppliers (Business) to perform certain background checks for Business employees assigned to work at a Mass General Brigham site for more than three weeks or who will have any access to Protected Health Information. In addition, temporary staff serving for any length of time must meet these requirements. The Business is expected to maintain documentation of adherence to these requirements and be able to demonstrate compliance, if requested. If a Business employee is unable to satisfactorily meet these requirements, Business must contact Customer in advance of the employee engaging in work for Mass General Brigham to determine next steps. Any/all communications containing personal information must be sent via Secure/Encrypted email.

Questions about these standards should be directed to Police & Security at: [email protected].

Download the Background Check document for the details of this requirement.

Updated December 2020

Mass General Brigham requires that all supplier and temporary staffing agency employees who will be working at any of our locations for more than two weeks during flu season (November-April) receive a flu vaccine.

In addition, supplier and temporary staffing agency employees who will be working on-site at a Mass General Brigham hospital or other health care facility for more than two weeks must also meet the infection control standards described in the attached Infection Control Requirements document.

Supplier must verify the requirements are met before allowing employees to start at a Mass General Brigham site. Supplier must maintain supporting documentation of adherence to these requirements and be able to provide evidence, upon request. Documentation should NOT be submitted unless requested. Any and all communications containing personal information must be sent via Secure/Encrypted email.

Questions or concerns about meeting these standards should be directed to: [email protected].

Download the full Infection Control Standards document

Updated December 2020

Mass General Brigham Incorporated has contracted with Green Security for vendor credentialing. Vendor representatives requiring access to patient care areas at most Mass General Brigham facilities must be registered and obtain a badge from Green Security in order to enter patient care/clinical areas.

Download the full On-site Badge and Credentialing document

December 2020

Insurance Obligations for Businesses Providing Goods & Services

This document describes the insurance obligations for businesses providing goods or services to Mass General Brigham and its Affiliates.

Download the full Insurance Obligations document.

Updated December 2020

As a non-profit, Mass General Brigham takes its fiduciary responsibilities very seriously and this focus on reasonable cost containment applies to our vendor community. The following requirements apply to travel expenses being charged to Mass General Brigham and its affiliates:

1. 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 any Services to Customer. Any additional time spent by a Business Employee or such agents traveling at 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 in advance and shall be subject to any maximum payment caps agreed upon by the parties for any particular defined project.
2. Travel (airline, railroad, etc.) should always be in coach class, irrespective of trip length.
3. Car rentals must be a standard/full vehicle class or lower unless a different class of car is documented as less expensive. Gas, tolls, insurance and parking fees for rental vehicles will also be reimbursed but not parking tickets, moving violations, etc. If a personal vehicle is being used, mileage will be reimbursed at the federal POV mileage rate (currently $.545/mile but updated annually) and tolls and parking fees will be reimbursed.
4. Total meals and incidental expenses cannot exceed the federal General Services Administration (GSA) rate set for the region where the work will be performed (available at: https://www.gsa.gov/travel/plan-book/per-diem-rates). On travel days the reimbursement will be 75% of the federal per diem for the region.
5. Reasonable accommodations for a standard single room at a mid-range hotel will be reimbursed. Long term accommodations should be pursued whenever financially advantageous.
6. Movie rentals, gym fees, dry cleaning, etc. are not reimbursable nor are phone call expenses not directly related to the project.
7. For unusual situations or expenses, please contact your Mass General Brigham business contact for guidance. They may reference the Mass General Brigham Employee Travel Policy to provide additional detailed guidance.
8. Original receipts must be provided for reimbursement for hotel, car, and plane travel. Meals and incidentals will be paid at the federal per diem unless Customer requests otherwise.

Download the Travel Expense Requirements document.

Updated December 2020

Business acknowledges that if invoices are not submitted in accordance with this section, Customer cannot guarantee the timely payment of fees.

Orders and invoices

Business shall submit invoice(s) for payments due hereunder upon receipt of Customer’s written acceptance 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 [email protected].

Invoicing

• Standard payment terms for Customer are Net45 days from the invoice date.
• All invoices must be submitted to Customer upon acknowledgement of receipt of Deliverables, or written confirmation of satisfactory completion of Services.
• Mass General Brigham preferred method of invoicing is via EDI (Electronic Data Interchange). If your organization is capable of this method of invoice delivery, please contact [email protected].
• 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.
• Invoices must be submitted to Mass General Brigham corporate offices directly and may be emailed or mailed to the following addresses. It is suggested that no more than 10 invoices be submitted together by email as a single PDF. Individual invoices that exceed 3 pages should be sent US Mail. There is no page limit on invoices submitted by US Mail.
• Please submit only 1 copy of each invoice.

Mail: Mass General Brigham 
Attn: Accts Payable 
PO Box 9127
Charlestown, MA 02129
Email: [email protected]

Payment

• Mass General Brigham 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.
• Other payment inquiries can be directed to [email protected].

Resolution of non / short payment

• Vendors must contact our Client Services department at 617-726-2142 immediately once an invoice becomes past due, or was determined to have been paid short.
• In the event that Business becomes aware of any issue related to payment, Business shall contact Supply Chain Client Services at 617-726-2142. While the parties are engaged in good faith business discussions intended to achieve a resolution to such issue orders will not be held.
• All submissions to Client Services require a ticket number, which can be obtained by calling our Client Services department at 617-726-2142. Once a ticket is obtained, invoices requiring resolution may be submitted via email to the provided address.
• Submissions to Client Services not accompanied by the correct ticket number for the invoices submitted will not be accepted.

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 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 our Travel Expense Requirements for Vendors, 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.

Expenses

Customer shall reimburse Business for reasonable expenses directly related to the Services, provided that Customer has authorized such expenses in writing in advance.

Download the Invoicing Procedures document.

Updated December 2020

Mass General Brigham expects vendors whose software or hardware will be used in our production environment to follow the IS Change Management Requirements.

Download the full Information Services Change Management document

December 2020

All valid invoices should be mailed to:
Mass General Brigham
Accounts Payable Department
PO Box 9127
Charlestown, MA 02129

Please call Supply Chain Management Client Services at 617-726-2142.

Please call Supply Chain Management Client Services at 617-726-2142.

Contact the department you've been working with to obtain the PO number.

Please ensure that all requested statements for Mass General Brigham Supply Chain Management Client Services are in Microsoft Excel format and include the PO numbers, invoice numbers, total amount of invoices, and remaining amount due. Mass General Brigham will not pay off of statements and may request copies of outstanding invoices.

Please send all PO confirmations to [email protected].

Please call Supply Chain Management Client Services directly at 617-726-2142 and provide any and all information necessary.

Please call Supply Chain Management Client Services directly at 617-726-2142 and provide any and all information necessary.

Supply Chain Management has a central Customer Service area that can answer all questions related to Accounts Payable. Please call Supply Chain Management Client Services directly at 617-726-2142 and provide any and all information necessary.

Yes, we are a tax-exempt organization. Please call Supply Chain Management Client Services at 617-726-2142 for more information.

If your company owes funds to Mass General Brigham, please send a credit memo or refund check to the address below clearly specifying the information related to the refund.

Mass General Brigham
Accounts Payable Department
PO Box 9127
Charlestown, MA 02129

Please direct all product recall related information to the Supply Chain Management Recall Coordinator email at [email protected].

Unless alternative arrangements are agreed to in writing, rebates must be paid within 45 days of the close of the relevant quarter.

Rebates should be paid by check (no wires or credit memos accepted) to this address: 

Rebate Administrator
Supply Chain Management
Mass General Brigham 
399 Revolution Drive, Suite 310
Somerville, MA 02145-1446 

An electronic breakdown of the rebate (clarifying the purchases it relates to) should be delivered to [email protected] when a check is mailed.