Community Shelter Board Invoice Submission Guidelines

These guidelines outline the process and requirements for submitting invoices to the Community Shelter Board (CSB). Following them will help ensure timely payment and consistent recordkeeping.

1. Who Must Submit an Invoice?

Any vendor, contractor, or service provider who has delivered goods or services that have been approved under a CSB contract, purchase order, grant agreement, or other formal arrangement must submit an invoice.

2. When to Submit

• Monthly billing cycles: Submit by the 15th of the month for work performed in the previous month.
• Projectbased billing: Submit within 10 business days of reaching a defined milestone or upon project completion.
• Onetime expenses: Submit as soon as possible, but no later than 30 days after the expense is incurred.

3. Accepted Submission Methods

CSB accepts invoices through the following channels:

• Electronic portal: Upload directly to CSB Invoice Portal.
• Email: Send a PDF attachment to accounts@csb.org with Invoice [Your Company Name] in the subject line.
• Mail (last resort): Postal address 123 Community Way, Suite 400, Anytown, ST 12345.

4. Required Invoice Elements

Every invoice must contain the following information. Incomplete invoices will be returned for correction.

5. File Format & Naming Conventions

• PDF only all invoices must be saved as PDF files.
• File name: Invoice_[VendorName]_[YYYYMMDD]_[InvoiceNumber].pdf
• Do not passwordprotect the file.

6. Review & Approval Process

1. Reception: CSB accounting staff acknowledge receipt within 2 business days.
2. Validation: The invoice is checked against the contract, purchase order, and supporting documentation.
3. Clarification: If any item is unclear, CSB will contact the vendor for clarification; the invoice is placed on hold.
4. Approval: Once verified, the invoice moves to the authorized signatory for final approval.
5. Payment Scheduling: Approved invoices are processed in the next payment run (usually weekly).

7. Common Reasons for Rejection

Invoices may be rejected for the following reasons. Address these before resubmission.

• Missing or incorrect PO/contract number.
• Duplicate invoice numbers.
• Incorrect total amount (math errors).
• Unsupported file format or corrupt PDF.
• Insufficient supporting documentation.
• Failure to include tax identification number.

8. Payment Timeline

CSB aims to pay approved invoices within 30 days of receipt, following the standard Net 30 term. Faster payments may occur for urgent or preapproved emergency services.

9. Handling Discrepancies

If you notice a discrepancy after payment, contact the CSB Accounts Payable team at accounts@csb.org within 15 days of the payment date. Provide the invoice number, payment reference, and a brief explanation of the issue.

10. Contact Information

For questions about the invoice submission process, reach out to:

• Accounts Payable Desk Phone: (555) 1234567
• Email: accounts@csb.org
• Office Hours: Monday Friday, 8:00am 5:00pm (EST)

11. Updates to the Guidelines

The Community Shelter Board reviews these guidelines annually. Any updates will be posted on the CSB website and communicated via email to all registered vendors.

Adhering to these guidelines helps maintain a smooth financial relationship and ensures that services to the community continue without interruption.