Frequently Asked Questions About Invoices

• Why am I receiving late notices from the book suppliers when I have sent in my invoices to RIF already?
• Why did I have my invoicing paperwork returned to me, and what do I do now?
• What if I forgot to send a portion of our invoicing paperwork to RIF?
• What should I include when sending my invoices?
• What are the top 10 things I should remember about paperwork?
• I paid the book supplier directly. What do I do now?
• How do I calculate my matching share of the invoice?

Q: Why am I receiving late notices from the book suppliers when I have sent in my invoices to RIF already?

A: RIF has negotiated a 90-day payment cycle with all of its approved book suppliers. Suppliers expect payment within 90 days from the invoice date. This is one important reason to send invoices to RIF headquarters within 30 days of receiving them.

However, many book companies have billing systems programmed to send out notices after designated increments of time without distinguishing RIF orders from other orders. You may verify that your invoices have been processed by calling if more than 90 days have passed since the invoice date. Otherwise, you may disregard the notices.

RIF programs are required to submit all invoicing paperwork within 30 days of the date on the invoice. This schedule allows RIF to process all invoices in a timely manner. Help RIF by sending all paperwork promptly and making sure that all relevant paperwork is included and completed correctly.

Invoice paperwork should always include:

• One signed and completed Invoice Verification Form for each company.
• One signed original and one signed copy of each invoice.
• Check or money order for your matching share made payable to the book company.

Remember: Your program identification number (PIN) should be on every document you send to RIF!

For more information, contact the program specialist serving your region or call toll free at 877-RIF-READ.

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Q: Why did I have my invoicing paperwork returned to me, and what do I do now?

A: RIF receives hundreds of invoices every week. When a problem prevents the invoice department from fully processing the invoice, all paperwork returns to the program with an explanatory letter.

Please correct your paperwork before returning it to RIF. Also, remember to enclose all of the invoice paperwork, which must always include:

• One signed and completed Invoice Verification Form for each book supplier.
• One signed original and one signed copy of each invoice.
• Check or money order for your matching share made payable to each book supplier. (You must write the check out to the supplier, not RIF, because your check is sent to the book supplier along with the checks from other local RIF programs that have ordered from the same supplier during that month.)

Make sure you keep a copy of all paperwork that you submit. RIF does not keep copies of the original paperwork and checks returned to you.

Remember to include your program identification number (PIN) on every document you send to RIF!

If you have questions regarding your invoices or would like more information, contact the program specialist serving your region, or call RIF toll free at 877-RIF-READ.

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Q: What if I forgot to send a portion of our invoicing paperwork to RIF?

A: If any portion of your invoicing paperwork is missing, RIF will return the entire package to you with a letter explaining what is missing. The process of returning invoices can take up to two weeks during busy times of the year, so please double-check that all of your paperwork is included before sending it to RIF.

When you receive the returned invoice paperwork, you should correct the errors and return the complete set to RIF. Invoice paperwork should always include:

• One signed and completed Invoice Verification Form for each book supplier.
• One signed original and one signed copy of each invoice.
• Check or money order for your matching share made payable to each book supplier.
  

Remember to include your Project Identification Number (PIN) on every document you send to RIF! You may want to contact a program specialist before returning the paperwork to ensure that you have completed the paperwork correctly. RIF's toll-free phone number
is 1/877-RIF-READ.

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Q: What should I include when sending my invoices?

A: Invoice paperwork should always include:

• One signed and completed Invoice Verification Form for each book supplier.
• One signed original and one signed copy of each invoice.
• A check or money order for your matching share, made payable to each book supplier. You must write the check out to the supplier, not RIF, because your check is sent to the book supplier along with the checks from other local RIF programs that have ordered from the same supplier during that month.

Make sure you keep a copy of all paperwork that you submit. RIF does not keep copies of the original paperwork and checks it returns to you.

Remember to include your program identification number (PIN) on every document you send to RIF!

If you have questions regarding your invoices or would like more information, contact the program specialist serving your region, or call RIF toll free at 877-RIF-READ.

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Q: What are the top 10 things I should remember about paperwork?

A: The top 10 things to remember are:

1. Check that you used a RIF-approved book supplier. RIF can only use federal funds to pay RIF invoices from RIF-approved suppliers.
   
   
2. Mail all invoice paperwork to RIF within 30 days of the invoice date. Include your program identification number (PIN) on every document you send.
   
   
3. Make all checks payable to the book supplier. RIF only accepts official organization checks from schools, libraries, and incorporated nonprofit organizations. RIF also accepts money orders, certified checks, or cashier's checks. RIF does not accept personal checks.
   
   
4. Sign all invoices in blue or red ink and send them to RIF with the original signatures. RIF does not accept copies, faxes, or signature stamps.
   
   
5. Include all pages of the invoices when sending them to RIF, and ensure that each invoice gives an itemized list of the books ordered and their prices. If you do not have this material, request an invoice from the book supplier before sending the paperwork to RIF. Also, confirm that you are not sending a packing slip or statement, but the actual invoice (which may arrive separately from the books).
   
   
6. Pay at least 25 percent of every invoice.
   
   
7. Be sure to spend all of your federal funds. Make sure your Federal balance is less than $25 by the end of your contract year.
   
   
8. Mail payments directly to the book supplier if you are not using federal funds to pay for an invoice.
   
   
9. Mail any paperwork other than the documents listed above, such as renewal documents, distribution reports, and end of year reports, separately from the invoice paperwork. Mailing these documents together may lead to loss or delay in your invoice and renewal processing. However, all invoice paperwork should be mailed together in one envelope.
   
   
10. Keep copies of everything you send to national RIF!

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Q: I paid the book supplier directly. What do I do now?

A: There are two common problem scenarios when a program pays the book supplier directly. The first is when a program sends its matching shares directly to the book supplier. The second occurs when a program pays the balance in full. Both scenarios can be corrected, but each one requires different information from the book supplier.

If you submit your program's matching shares directly to the book supplier, ask them to send you a letter stating the following:

• The total amount of the invoice or invoices;
• The amount paid by the program ; and
• The invoice number or numbers that apply to the payment.

At this point you should think of the letter the same way you would think of the check you normally send to RIF. After you have received the letter, fill out an Invoice Verification Form exactly as though you were submitting a check to RIF. Then attach the letter from the book supplier and the itemized invoice to the IVF. Mail the three documents to RIF. Make sure each has an original signature and that all pages of the invoice are included.

If you submit full payment directly to the book supplier, ask them to send you a letter stating the following:

• The total amount of the invoice or invoices;
• The amount paid (which should be the same as the total amount of the invoice); and 
• The invoice number or numbers that apply to the payment.

After you have received the letter, fill out an Invoice Verification Form exactly as though you were submitting a check for your matching share only to RIF. Attach the letter from the book supplier and the itemized invoice to the IVF. Mail the three documents to RIF. Make sure each has an original signature and that all pages of the invoice are included.

The program will be credited or refunded the amount of federal shares requested after the book supplier receives payment from RIF.

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Q: How do I calculate my matching share of the invoice?

A: To calculate your matching share (25 percent) of an invoice, divide the total invoice amount by four. For example, for a $100 invoice, divide 100 by four. You need to pay $25.

To calculate RIF's federal share, multiply your local share by three. For example, again using the $100 invoice, multiply the $25 local share by 3. The federal share is $75.

Make sure the local and federal shares add up to the total invoice amount. When numbers don't divide evenly add 1 cent to the local share and ignore any numbers after the decimal in the federal share.

Remember that your program may need to pay more than the local matching share if you do not have enough of your federal allocation remaining to cover the entire federal share (75 percent).

If you know you have used all of your federal share, you can mail payment directly to the book supplier.

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