Submitting an Invoice for Allowed Out-of-pocket Reimbursable Expenses
Additional Materials:
- Getting Started: Logging in and Navigating Next Steps
- Consulting Portal Customer Services Support and Inquiries
- Submitting Consultant Invoices for Service Fees
- For all resources, see Consultant Portal Resources
To Submit an Invoice for Allowed Out-of-pocket Reimbursable Expenses
Step 1: Click Submit Reimbursement
- From the HOME page, click on the SUBMIT REIMBURSEMENT button below the image.
Step 2: Select the request
- You will see active Requests (our term for consulting contracts) that have a reimbursable balance. Choose the Request for which you are submitting a reimbursement expense invoice by clicking the little round button at the left of your selection and Next.
- Note: Only one request at a time can be selected for invoice submission.
Step 3: Complete the submit Reimbursement invoice form
- You will be prompted to complete the Submit Reimbursement Invoice form. You must complete all fields:
- Service Period Start
- Service Period End
- Invoice Date
- Invoice Number
- Once completed, click Next.
Step 4: Upload invoice and submit
- Once you select Next, You will be prompted to Upload Invoice:
- Follow the instructions on the UPLOAD INVOICE page to upload a file by browsing for or dragging & dropping in a PDF version of your invoice.
- Reimbursement Invoices MUST be accompanied by receipt copies for each expense item included in the invoice. The Portal allows multiple uploads to facilitate submission of receipts.
**NOTE: EF will pay up to 20% gratuity on meals - please ensure an automatic gratuity is not included in the bill.**
- For instructions on creating a PDF file from another file format, click on the help link provided.
- Once your invoice is uploaded, click on SUBMIT to receive a confirmation that you have successfully completed the invoice submission process. Scroll to the end of these instructions to read What to Expect After Submitting an Invoice.
- Click Submit when done
Image 1: Upload Invoice Prompt (no filed uploaded yet)
Image 2: Upload Invoice Prompt with pdf Invoice Uploaded
Image 3: Confirmation once Submitted
What to Expect After Submitting an Invoice
- Your invoice will be reviewed in detail by your Program contact familiar with your contract.
- The goal of the review is to confirm that the invoice details match the terms of the consulting agreement, specifically:
- Service Period Start and End Dates must take place within the contract start and end dates.
- For service fee invoices only, Service Period Start and End Dates must not overlap with the service period of any previously paid invoice.
- The Amount invoiced must be aligned with the payment terms of the contract, and not duplicate a previously submitted invoice or lead to the total of all payments to exceed the total contracted amount.
- The Invoice Number must be unique and not have been submitted previously.
- The invoice description of the services performed must align with the services contracted.
- Once the reviewer confirms that the contracted terms have been met, they will approve the invoice to proceed to our Accounting Department to initiate and complete the payment process.
- If the reviewer determines that any of the contract terms have not been met, they will move the invoice to “Denied Payment” status, and you will receive a notice requesting invoice correction and resubmission.
- You can check the status of any payments by logging into the Portal and selecting the PAYMENTS link from the top of the HOME page, where you will be taken to a summary view of payments in Upcoming, Under Review, Denied, and Paid status. (See image below)
Denied Payments
- DENIED PAYMENTS awaiting your action will also be highlighted at the bottom of the portal HOME page, under “Your Next Steps.”