 |
 |
|
|
|
Book Payment Checklist
- Give a copy of the "Invoice Verification Form," this checklist and the relevant pages of the RIF Handbook (Section 6) to your accounts payable office and/or the person who writes the checks. Be sure you and that person both understand RIF’s book invoice payment process.
- Upon receipt of the invoice(s), make two copies of each page of the invoice. Always send the original and one copy of the invoice to RIF with your signature in red or blue ink. (Keep the other copy for your internal records.)
- CALCULATE YOUR LOCAL SHARE: Total invoice amount x .25 = 25% local matching share.
- CALCULATE THE FEDERAL SHARE: Total invoice amount x 0.75 = 75% Federal share.
(Please note, RIF pays 100% of invoices for Migrant projects.)
- Always check your ledger for the remaining balance of Federal funds. Are the Federal funds remaining less than the Federal share? If yes, calculate the additional local funds needed:
Total invoice amount (minus) Federal funds remaining (minus) 25% local>additional local funds needed. Enter this number for question 4 on the IVF.
- Complete and sign one Invoice Verification Form (IVF) for each book supplier (original signature in ink only).
- RIF requires that all projects utilize one of the following methods of payment: school or agency check, money order, certified check, cashier’s check or PTA/PTO check. Make your local share check or money order payable to the book supplier.
- Be sure to write your RIF Project Identification Number (PIN) on all paperwork (checks, IVF, and invoices).
- Send the following materials to the national RIF office in one envelope: (1) signed check or money order (payable to the book supplier); (2) completed & signed original IVF; (3) signed original and 1 copy of each invoice. Keep in mind that invoices should be submitted to national RIF within 30 days of the date on the invoice. This allows us to pay the book vendor in a timely way.
- Before sending items to national RIF, check your math! Incorrect local share amounts are the most common type of invoice error.
- Send materials to: Reading Is Fundamental (see address below)
Attn: Invoice Payment Department
Please Keep in Mind…
...DO pay at least 25% of the total invoice amount (or more). RIF CANNOT pay more than 75% of any one invoice. (Migrant projects are exempt.)
...DO send the invoice and your payment to the book supplier directly if you are paying the full amount.
...DO send only checks that have expiration dates over 60 days. We cannot accept checks that expire in 30 days.
...DO send invoice paperwork separately from renewal and reporting documents.
...DO send us every page of each itemized invoice. Please do not adjust an incorrect invoice. Call the book supplier for a revised invoice or credit memo. (Invoices must list the individual titles for books purchased, the total number of books, the RIF discount and the total amount after the discount.)
...DO NOT submit invoices with individual books over $7.
Federal funds cannot be applied to these invoices. (Exceptions apply to Braille, large print, and audio books only.)
...KEEP COPIES of all paperwork you submit.
If you have additional questions, please do not hesitate to contact your program specialist!
Top |
|
|
|
|
