The following is a list of frequently asked questions and answers regarding the Commonwealth of Massachusetts Statewide Contract 1% Administration Fee.
What is the Administration Fee?
The Administration fee paid by vendors to the Commonwealth is based on 1% of the total dollar amounts, adjusted for credits or refunds, paid by Eligible Entities to the Statewide Contractor based on your statewide contract.
Who has to pay the Administration Fee?
All active vendors on Statewide Contracts are subject to the administration fee.
How is the Administration Fee Paid?
Effective January, 2013, all vendors must pay the Administration Fee through a secure, dedicated website. Prior to the Administration Fee due date for each quarter, vendors will receive an email from OSD that provides a link to the secure payment website, along with a specific control number that must be used to submit your payment.
Is there a list of eligible entities?
Eligible entities include, but are not limited to: a) Cities, towns, districts, counties, and other political subdivisions; b) Executive, Legislative, and Judicial Branches, including all departments and elected offices therein; c) Independent public authorities, commissions, and quasi-public agencies; d) Local public libraries, public school districts, and charter schools; e) Public hospitals owned by the Commonwealth; f) Public institutions of higher education; g) Public purchasing cooperatives; h) Non-profit, UFR-certified organizations that do business with the Commonwealth ; i) Other states and territories with no prior approval by the State Purchasing Agent required; and j) Other entities when designated in writing by the State Purchasing Agent.
When is the administration fee due?
Quarterly Payment Due Date
January 1st – March 31st
April 1st – June 30th
July 1st – September 30th
October 1st – December 31st
The Administration Fee is based on full calendar quarters (Payment Periods) and must be received by OSD on or before 45 days after the last day of the Payment Period (as specified below). Contractors who fail to meet the due dates will be considered to be in breach of contract.
What if I never received payments for that quarter do I still have to report something?
Contractors are required to submit one Statewide Contract Administration Fee Report for each Statewide Contract for each Payment Period, even if no payment is due for the Payment Period. The Statewide Contract Administration Fee Report for the applicable payment period must be completely filled out, signed electronically, and emailed to firstname.lastname@example.org
Where is the Administration Fee form located?
The form is located on the OSD Forms page.
What is a Control Number?
The Control Number is the specific number you will receive from OSD every quarter to make your payment.
May I pay my fee early without a control number?
Does every payment require a Control Number?
What if I lose my Control Number?
If you lose your email notice that contains the Control Number, you may email the administration fee auditor at email@example.com requesting a copy of your notice with the Control Number. Please include your company name, contract number, and vendor code in the email requesting your Control Number.
Where should I mail my Administration Fee report?
OSD no longer accepts reports or checks by mail. Payments must be made through the secure payment center and all reports without a payment are required to be emailed to the administration fee auditor at firstname.lastname@example.org
Where should I email my Administration Fee report?
The Administration fee report may be emailed to the administration fee auditor at email@example.com
If I am a vendor on multiple contracts may I make one payment for all contracts?
How will I know if my payment was received?
You will receive a payment receipt once your payment has been processed.
Is my information secure?
Is it possible for a vendor to request an extension?
If the Administration Fee is less than $50, what are the payment requirements?
Yes. If the total Administration Fee due for the Payment and Reporting Period is less than $50, a Statewide Contractor may either carryover that balance to the next Payment and Reporting Period until the cumulative amount owed is $50 or greater or a Contractor may choose to pay the amount due.
Where may I find my contract number?
Your contract number is located in the notice you received - it contains three letters and two numbers (ex. ABC23).
Where may I find my vendor code?
Your vendor code is located in the notice you received at the bottom right, (ex. Vendor Code [10 digits]).
What if my contract starts or expires in the middle of a quarter?
Quarterly payments will include any periods less than a full calendar quarter if a contract does not start on the first day of a quarter or end on the last day of a quarter.