Invoice Guide

Basic Guidelines There are a few basic rules that you must follow to properly submit a timesheet. Timesheets and travel reimbursements must be submitted together. Timesheets need to be submitted monthly. They are due on the 7 th of every month. For example any time you have between September 1 st and September 30 th should be ed to Anthony Chan by no later than October 7 th. It is important that you submit your timesheets and travel reimbursements on time so that the office can keep an accurate account of our budget and expenses. Our funders, both private and state, also require accurate and timely reporting throughout the year. It is important to maintain a positive relationship with our funders to maintain our programs. Failure to submit your invoice on time can result in you not being paid for that month as stated in a your contract. Your reporting in ETO must also be in by the 7 th of every month so that it can be checked with your invoice. If you are in multiple programs (e.g. Preschool, School Age, and Discovery) it is paramount that you use the correct timesheet and travel reimbursement form. You can tell which program a form corresponds to by the title at the top of the sheet. Never submit more than one month on a time sheet. For example, you cannot submit September and October time on the same sheet. Our funders will not reimburse this due to their strict reporting guidelines and you will not be paid until you resubmit a separated timesheet.

Basic Guidelines cont. Time should be listed in 15 minute increments. Round to the nearest 15 minute interval. Ex: If Jane worked from 8:00am – 8:14am. You would round that to 8:15am and list it as.25 hours. We only reimburse travel of a distance greater than 15 miles each way. Ex1: Jane drive 17 miles to her school and then 17 miles back home. She can be reimbursed for a total of 34 miles. Ex2: John drives 12 miles to his school and then drives 12 miles home. This is a total of 24 miles. John cannot be reimbursed because it is fewer than 15 miles each way. You will be reimbursed at the most recent IRS standard mileage reimbursement. It is currently at $0.56 per mile. To be reimbursed for other items such as tolls and materials, you must include a receipt. The best way to submit your forms is via to You can type all of your responses into the forms in word or a pdf reader. Just double click on the box and type your entry. You should save it as a new file and attach it to an . This way you can save a few trees and some money on postage!

This is an example of how a time sheet should be completed. Let’s go over some basics. Take note that the red circled areas correspond to the numbered bullets below 1.The top area of the page will either have a logo or a title of which program this sheet is for. Please make sure that you use the correct program form. 2.Enter your name here. Just double click on the box and type your name. 3.You can electronically sign your name here. Just click on the box and type your name. 4.Make sure you have the end date listed in this box

The first thing you should enter is the date of which you performed work for the program. Remember that these dates must match the date you entered into your ETO reports when asked what date did you perform the activity. 2.The second step is to enter in the start time and end time of the activity you performed. Remember to round to the nearest 15 minute interval. 3.The third step is to enter in your location and a brief 1-2 word description of the activity you performed.

1.Finally you will enter the total hours that you spent on that activity. Remember to use 15 minute intervals! 2.Note that in some days you will be doing more than one activity and/or in more than one location and/or at different times during the day. In this case you will need to make multiple entries. In this example John reviewed some materials at home before going to his IU to finish his work with his EI Team. (an exception to this rule is if you are answering multiple s or phone calls throughout the day in small increments. This can be combined into one entry so you don’t have to enter 10 different entries for one day. Just make sure your total hours is accurate. Can list “ answered s throughout the day” in the location box and give us the best estimate in start time and end time) 3.And finally please enter your total in the last column on the right. Do not worry about listing more than one week in the table. Just use all available space