AP Policy for Vendor Services

AP Policy for Vendor Services

Effective Date: 05/31/2024

Policy Title: Vendor Services Invoice Requirements

Definition: LearnQuest Ordering Document is referenced below as a Task Order (“Task Order”). Task Order refers to LearnQuest signed documentation provided to the vendor for related services. Some examples include Instructor Task Order (ITO), LearnQuest Purchase Order (LQPO), Statement of Work (SOW).

Documentation Required:
The invoice must be in PDF format and the total amount due must match the amount listed on the Task Order. The following must be included on the invoice:

• LearnQuest Job Code or Purchase Order Number as listed on the Task Order,
• Date(s) of the services delivered, and
• Be addressed to the relevant LearnQuest legal entity and corresponding address as mentioned in the related Task Order.

Invoice Procedures:

• To submit an invoice, use the unique link located on the Task Order.
• The payment date is determined based on the payment terms and the date LearnQuest receives a complete and accurate invoice.
  
• If applicable, Travel and Living (T&L) expenses must follow the Task Order and LearnQuest's and/or Client's Travel Policy. T&L Invoices will be processed after all T&L reimbursement documents, such as receipts, are received.
• Invoice Submission Deadline - Invoices must be submitted within 30 calendar days following the completion of services, in accordance with the Task Order payment terms. Please be advised that any invoice received more than 90 calendar days (or 3 months) after the delivery of services, as per the Task Order payment terms, will not be eligible for payment. It is crucial to adhere to this timeline to ensure timely processing and payment of your invoices.

Please Note: An invoice that does not meet the above requirements will be rejected. The revised invoice will need to be resubmitted and a new payment date will be calculated from the date the revised invoice was received.

Frequently Asked Questions (FAQs)

How do I submit my invoice?

• Use the unique link located on the Task Order.
• If the invoice is not submitted per this AP Policy and sent to an individual member of the LearnQuest team, it is not considered a ‘correct’ submission. The invoice will be discarded by said LearnQuest team member.

What are the requirements for submission of a vendor invoice?
An invoice submitted must:

• Be addressed to the relevant LearnQuest legal entity and corresponding address as mentioned in the related Task Order,
• Include the LearnQuest Job Code or Purchase Order Number as listed on the Task Order,
• Include date(s) of service, and
• Be in PDF format.

Please Note: An invoice submitted without the proper requirements will be returned unprocessed.

When should an invoice be submitted? Invoices must be submitted within 30 calendar days following the completion of services, in accordance with the Task Order payment terms. Please be advised that any invoice received more than 90 calendar days (or 3 months) after the delivery of services, as per the Task Order payment terms, will not be eligible for payment. It is crucial to adhere to this timeline to ensure timely processing and payment of your invoices.

When can I expect my payment?
Payment date is calculated using the payment terms and the date a correct invoice is submitted to LearnQuest as described in the Procedures above.

Your Questions?

• If your questions pertain to the Task Order, please contact your LearnQuest Representative.
  
• If your questions pertain to your invoice submission or payment, please contact AP@LearnQuest.com