Radiology provides for reimbursement of certain business expenses under specific and limited circumstances. All expenses are subject to departmental approval. This approval MUST be obtained before any expense is incurred. Unauthorized expenses will not be reimbursed. If you are unsure as to whether an expense is a Radiology approved expense, please contact the Radiology Finance Team.

Once departmental approval for an expense is obtained, refer to the chart below to determine the appropriate method of payment. Partners determines the purchase method for all expenses. Some purchases/payments MUST be made through the Finance Team while others can be made individually and the expenses submitted for reimbursement. The following chart shows which expenses can be paid upfront and submitted for reimbursement (Reimburse?) and which expenses must be processed by the Finance Team (Purchase?). Please remember that all equipment, including computers, is NOT reimbursable and must be purchased through the Finance Team.

• Your dedicated PeopleSoft Expense Report approver can be found in the Radiology Finance web page: The Radiology Finance Team > Areas of Responsibility.
• Expenses must be submitted no later than 180 days after they have been incurred.
• Receipts/documentation of expenses must include proof of payment and the payment amount. Expenses paid by check must include an image of the front and back of the cancelled check .
• Examples of reimbursable expenses include professional dues, medical licenses, business travel, CME/educational expenses.
• Business Travel:
  • Airfare - Coach class fares only. Prior CFO approval is required for business class fares.
  • Lodging - Daily standard rate for a single room is not to exceed $300/night, exclusive of tax.
    Daily standard rate for the following cities is $400/night, exclusive of taxes: Boston, New York, Washington DC, Chicago, Los Angeles and San Francisco.
  • Meals - Breakfast- Reasonable ($20 is the norm)
    Lunch- $30/person
    Dinner- $65/person
    (Amounts include food, gratuity and tax)
  • Rental Vehicle - Up to the cost of a full-size vehicle.

Don’t hesitate to contact your dedicated Radiology Finance Team member with any questions.

Please note this is just a small set of guidelines; refer to the Employee Business Expense Policy for the full comprehensive expense policy.