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10 Ways to Avoid Problems with Invoices
With a majority of RIF's 5,000 programs renewing between May and September, even small errors can slow down the process. Compound that with the fact that many volunteers are difficult to contact with questions during the summer months, and you can see how easily the renewal process can get backed up. The best way to avoid problems with renewals is to file correct invoices and renewal applications from the start. 
Helpful Tips
The following tips can be helpful any time, but are especially important as RIF enters the renewal season, from May through September.
- Check your math. While RIF's mission is to promote literacy, we still love math. Inaccurate math is one of the biggest problems we face with invoices. Double-checking your figures will go a long way toward smoothing the process.
- MIA Documents. Please follow invoice instructions carefully, and be sure to send the complete invoice along with an invoice verification form and a check for your local share of 25 percent.
- Pay only 25 percent of invoice total. Make sure you only pay 25 percent of the invoice total unless you have additional local funds above and beyond your federal/local match. Believe it or not, many programs pay more than their share.
- Keep individual book costs under the $7 price limit (after discount). This is a stipulation of the federal contract to which your program agreed. Remember, it's called the Inexpensive Book Distribution Program and books costing more than $7 must be paid for entirely with private funds.
- Keep book orders within your program dates. Even though your RIF program has been running for several years, it's important that the book orders be made within the dates of your contract. Again, book purchases outside of those dates must be made with private funds.
- Timely submission of paperwork. Invoices for federal programs should be submitted within 30 days of receipt. Remember to put invoices in a separate envelope from other paperwork.
- Resolve problems with National RIF before you leave for the summer. Take time to complete the summer contact information on your proposal, and let us know the dates we can reach you at this alternate address.
- Don't forget the original signature. Many forms are received without a signature. Please remember that invoices must have an original signature and that you cannot send a photocopy of an invoice. We suggest coordinators sign in blue or red ink to help us quickly see that the signature is an original.
- Be sure to spend all your money. If you underspend your federal allocation, it could be decreased on your next renewal.
- If in doubt, don't hesitate to contact us.
If you have any questions, consult your RIF Handbook, call your program specialist, or contact the RIF Finance Specialist via our toll-free number, 1-877-RIF READ (877-743-7323). We look forward to talking with you.
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