This guide outlines the steps involved in submitting monthly invoices, invoice approval, and payment processing.
Monthly Invoice Submission
- Invoice Preparation: At the end of each month, the external organization must prepare an invoice detailing the hours worked by the FWS student(s) within their organization. The invoice should include the following information:
- Name(s) of the FWS student(s)
- Payroll Period Dates
- Total number of hours worked by each student
- Hourly wage rate for each student
- Total amount due for the month
- Submission to Financial Aid Department: Once the invoice is prepared, it should be emailed to the Administrative Clerk in the Financial Aid Department designated for FWS external payments, the Financial Aid Staff overseeing the FWS program and Accounts Payable at Citrus College.
Invoice Approval
- Review Process: Upon receipt of the invoice, the designated Administrative Clerk and the Financial Aid Staff member overseeing the FWS program will review the document confirming that the hourly wage rates adhere to FWS guidelines.
- Approval: If the invoice meets all requirements and is deemed accurate, the Administrative Clerk will approve the invoice for payment processing. In case of discrepancies or missing information, the hiring manager may be contacted for clarification or corrections.
Payment Processing
- Account Payable Processing: Once the invoice is approved, the Accounts Payable department will process the payment.
- Payment Issuance: Upon completion of processing, Accounts Payable will issue a check payable to the external organization for the total amount due for the FWS student(s)’ work. The check will be prepared and mailed to the address provided by the hiring manager during the initial setup process.
- Payment Delivery: The payment will be mailed out.
Important Notes
- Timely Submission: It is essential to submit invoices promptly to ensure timely payment processing. Delays in invoice submission may result in delayed payments to the external organization.
- Accuracy and Compliance: All invoices must accurately reflect the hours worked by FWS students and adhere to FWS program guidelines and regulations.
- Communication: If there are any changes to the FWS student(s)’ employment status or if you encounter any issues during the payment process, please communicate promptly with the Financial Aid Department to facilitate resolution.
Should you have any questions or require further assistance, please don't hesitate to contact the Financial Aid Department for guidance.