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Contents
Overview ....................................................................................................................................................... 2
Sample Invoices ............................................................................................................................................ 3
Consulting Services .................................................................................................................................... 3
Sample #1 – Consulting with Hourly Rates ................................................................................ 3
Sample #2 – Consulting Lump Sum .............................................................................................. 4
Expense Reimbursement ........................................................................................................................... 5
Sample #3 – Expense Reimbursement Single Event................................................................. 6
Sample #4 – Monthly Expenses, Multiple Purposes .............................................................. 10
Unacceptable Documents ........................................................................................................................... 11
Submission Process for Payment ................................................................................................................ 11
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Overview
Team Pennsylvania Foundation Finance Department requires invoices for payment. This
guide was developed to assist consultants, partners, vendors and suppliers in providing the
necessary details through invoicing to ensure prompt payment.
• Generating an invoice is the sole responsibility of the payee. Employees of
the Team Pennsylvania Foundation are not responsible for creating invoices or
reimbursement documents on behalf of the payee. The invoice document is
submitted by the payee in order to comply with auditing standards for internal
controls.
• Invoice must contain complete information. Payees must provide all details
on their invoice for the Finance Department to effectively process the invoice
for payment. Examples for submission are provided later in this document.
• Invoice must include payee contact information and invoice date. Contact
information should include to whom the payment is payable, affiliation, the
address, and contact information such as email and phone number. Your
affiliation is your title and organization name (i.e. John Doe, Travel
Director, Commonwealth of PA, Department of Welfare).
• Failure to provide invoice details will result in the delay of payment. Team
PA may reject the submitted invoice attachment if it does not provide the
details required for audit compliance, grant compliance or proper
allocation to programs.
Note: The invoice templates found in this document were downloaded and
edited using the free Microsoft Word Templates available to Microsoft
Office users (Open Word
File
New
Invoices
Service Invoices).
OR Click Here for Google Invoice Templates
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Sample Invoices
Consulting Services
1. Date: Date submitted to Team PA Foundation
2. Purpose: Team PA Project Affiliation (if known)
3. Service Period Covered: Service period should correspond directly to the amount
invoiced (most common service period is one month).
4. Description of Services: Descriptions should include a combination of the following:
Type of service/consulting, detailed pricing, number of payments required, parties
involved, corresponding grant numbers or contract numbers, or program names (use
multiple description lines if needed)
Note: Please submit a W-9 Form with your initial invoice
Sample #1 – Consulting with Hourly Rates
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Sample #2 – Consulting Lump Sum
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Expense Reimbursement
Team PA works alongside many agencies and organizations. We administer a variety of
programs that require individuals and consultants to incur reimbursable expenses to
further the work. Due to this diversity, our invoice and expense reimbursement process
cannot be tailored to any one program individual or agency request. Each reimbursable
expense requires a detailed description for approval. Please include the following:
1. Submission/Invoice Date: Needed for accounting records.
2. Purpose: Indicate purpose and a related program if known and/or applicable.
3. Receipt #: The number corresponding to attached receipts.
4. Transaction Date: The date listed on the corresponding receipt.
5. Category: Lodging, Meal (Breakfast, Lunch, Dinner), Mileage, Transportation,
Catering, Taxi, Mailing, Parking, Supplies etc..
6. Receipt Name: Insert the vendor name listed at the top of each receipt.
7. Description: Insert description by matching each itemized receipt with the reason for
the incurred expense (exp. meeting with XYZ company CEO and Investors for PA
prospecting and paid for 2 ppl; or purchased extra napkins for ABC Fundraising
Event). Note: If requesting for meal reimbursement for more than one person, please
list individuals and their affiliations.
8. Amount: The amount that corresponds to each itemized receipt (please insert USD
amount in black ink if original receipt is displayed in a foreign currency).
9. Notes: Any additional notes needed to explain the expenses
10. Make Check Payable To: Confirm the name in which the payment should be made to.
Other
• Please attach a corresponding receipt for each receipt number and amount
(usually multiple receipts can be scanned to an 8 1/2 X 11 document)
• Mileage reimbursement requests require an online mileage confirmation using the
start address and ending address (text only), do not include map images
• Please list receipts in order of transaction date starting with the oldest date first
• We will accept any invoice format as long as it includes all necessary information
• Please contact Team PA Foundation for travel reimbursement guidelines regarding
allowable and dis-allowable travel expenses
• Acronyms are not to be used unless they are confirmed partners or programs of
Team PA
See sample on next page
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Sample #3 – Expense Reimbursement Single Event
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Note: Map graphics are not necessary
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Sample #4 – Monthly Expenses, Multiple Purposes
Note: receipt documentation examples can be viewed under “Sample #3”
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Unacceptable Documents
The Finance Department no longer accepts the following to process payment or reimbursements:
• Grant Contracts
• Email Conversations or Email Chains
• Consulting Contracts
• Service Contracts
• Notes or meeting minutes
• Sales/Purchase orders
• Account Statements
• Third Party Invoices
Submission Process for Payment
Please submit invoice to:
Accounting@teampa.com
Email Requirements:
1. Submit only one invoice per email to accounting@teampa.com
2. Please “cc” your Team PA Foundation Program Contact.
3. Send your invoice, itemized receipts and mileage confirmation in pdf format.
4. Do not send loose receipts or additional copies via USPS, these will be considered
duplicates and discarded.
5. Email Subject: Reimbursement Request from name, company, title (i.e. Jane Doe,
Operation Move, Exec. Director).
6. If an invoice is being resubmitted or is past due, please indicate it on the invoice.
Payment Inquiries: Payments are typically issued within 10 business days. Please contact
the Finance Manager by phone at 717-233-1375 or by email within 20 business days of
submission if payment has not been received. Payment will be received by check from our
third party vendor bill.com
, as Team PA Foundation does not issue paper checks out of the
Harrisburg office. If you provided an email with your invoice, you will receive a confirmation
email from bill.com.
