Vendors
Basing your negotiation on this ensures you do not overspend simply because funds are available.
What is negotiating based on needs?
Reviewing this form thoroughly helps you catch inconsistencies before operations/finance flags them.
What is the internal authorization form?
When you make an accidental personal purchase on your SisterSong Credit card, you should do this.
What is Code the expense to "Personal Expense- to be reimbursed" and Email Jalayna/Ore/Andrew?
When your event budget is $20,000, you should still aim to do this when negotiating.
What is stay under budget and secure cost efficiencies?
Adjusting this is an effective way to decrease cost without compromising quality.
What is quantities and/or scope of services?
This is the proper method to communicate payment timeframes and required documentation to vendors.
What is in writing?
When you owe a reimbursement to the organization, this is the time frame you have to pay from the date of notification.
What is 30 days from the date of notification?
This is the typical processing time you should communicate to vendors before they expect payment.
What is 7-10 business days from the date all documents are submitted?
When a vendor’s initial quote is high, this is the first question you should ask them.
What is “Can you provide a revised proposal with cost-saving alternatives?”
This is the point in the invoice process when Operations should be copied on the email to ensure proper tracking and processing.
What is when the invoice has been approved, signed, and is being sent to Bill.com for processing, unless otherwise advised?
When you have gone over your per diem or made a purchase in error, you should do this.
What is notify Finance or Operations of the charges?
These two pieces of information are required for proper vendor setup in Bill.com.
What is vendor W9 and the vendors email address?
Asking a vendor for this can help you can a better idea of what different elements of the goods or services provided cost.
What is an itemized pricing list?
Vendors should receive this clear expectation about these timelines before work begins.
What is the full payment processing window and any internal approval requirements still needed to formalize the work?
This is the department where you should code Professional Development and Work from Wherever costs.
What is Administration?
When you are not sure if an invoice has been submitted, you should do this before resending an invoice to Bill.com to prevent duplicate submissions.
What is check your sent folder or your stored documents to confirm the invoice wasn’t already submitted?
This is your role when it comes to communication between the organization and the vendor.
What is serving as the primary point of contact for all questions, documents, and updates?
This is the first step to avoid payment delays for vendors.
What is submitting all required documents accurately and on time?
These are the elements of a properly completed credit card transaction
What is correct coding of expense type and department, Project if applicable, uploading of complete receipt, and a description that is in the correct format as provided by Operations?
This is what you should do if you are planning to make an expenditure from someone else's budget.
What is confirm with that budget manager to make sure they are aware and approve of this expense?