Submitting Expense Documents for Payment
We appreciate the time and effort spent on these projects! The goal is to pay Consultants in a timely fashion. For the fastest processing of payments ensure documents are complete and submit in a single email.
Consultants will send the following via email to payments@apic.org. If required by the project, also cc the Project Manager or project-specific email address.
Email Subject: “Project Name - Expenses - Consultant Name”;
Example “Long Ridge Falls - Expenses - Jane Doe”Documents to Include:
Travel Expense and Reimbursement Form and supporting documents
All travel expenses are to be itemized on the Expense Tracking Sheet, individually for each project. For reimbursement, all expenses and mileage must have supporting documentation provided.Should you have any questions or concerns, please do not hesitate to contact your APIC Consulting Services Project Manager.
Everything listed on the expense sheet has to have a supporting document. Receipts like meals, hotel, airfare, rental car- must show that it was paid. A complete receipt is required including receipt where the purchase was made and everything must be itemized.
Meals - require both the itemized receipt and the receipt reflecting payment.
Lodging/Airfare/Car Rental
All receipts must show paid and not the estimate.
All receipts must show dates and the name of the consultant.
All receipts must show the name of the company.
Lodging can’t just be final charge and must show each day line-by-line.
Lodging must show the full address of lodging.
Airfare cannot show upgrades or add-ons, including but not limited to seat/cabin upgrades, insurance, baggage, meals/drinks, etc.
Airfare must show starting and ending locations.
Car Rental cannot show upgrades or add-ons, including but not limited to fuel refill, navigation system, Sirius Radio, etc.
Car Rental must be economy.
Car Rental must show pick-up and drop-off locations.
Mileage - Submissions must include a map with the submitted miles outlined, rounding is not allowable (For example, 57.8 miles cannot be rounded to 58 miles). The map must include the starting and ending address. Mileage, if allowable will be reimbursed at the GSA approved yearly rate,
Parking - If a receipt cannot be obtained, check with the project manager on if the expense is allowable prior to submitting time and expenses.
All expenses must follow the IRS set US General Administration guidelines for the current year, unless otherwise directed by the Project Manager.
If Lodging is unavailable at the GSA rate, Airfare is unavailable at the contracted rate, or Car Rental is unavailable at the economy rate - reach out to the project manager via email.
For more detailed information on time and expense requirements, see the Time and Expense Requirements and Protocols resource here.
For any time and expense questions, reach out the project manager. If you are unsure if something is reimbursable contact the Project Manager before purchase, for written approval.
Do NOT include: Project-specific written reports for the client or any other information not relevant to Consultant payments.
IMPORTANT: Time and expenses are generally paid within 21-30 days of completed document submission per the contract outline. Please know that “completed” means all documents are approved and accounted for. Our team will reach out if there are questions regarding documentation. All payments are made through Bill.com and UKG.