Invoicing: Manual Invoice Submission (special assignments / missed form deadline)

Use this process if you have special assignments (e.g., translations, report/briefs), split rate submissions, other manual invoicing needs, or you missed the monthly Google Form deadline and the form is now closed.

General Process:

1. Go to the Researcher Resources Folder

2. Download the appropriate blank invoice template:

   • Blank Hourly Invoice Template

   • Blank Monthly/Fixed Rate Invoice Template

3. Complete the template and rename the file using this convention: Name_Project Description/Manual Submission_MonthYear

   • Example: FakeName_Translation Monthly Report_December2026

4. Email the completed invoice to your regular supervisor, project supervisor/coordinator, or the requester of the assignment.

   • In your email subject line, use:
     Invoice – Name – Project – Month Year
     OR
     Invoice – Name – Manual Submission – Month Year

   • Include any required backup as an attachment.

   • CC: finance@acleddata.com

5. Payment timing: Manually submitted invoices do not follow the same timeline as Google Form submissions. They are processed by the 25th of the month

Split Rate Submission:

Use this when your month includes different pay rates (e.g., compensation change or temporary RM/ARM assignment).

1. If part of your work is your regular assignment - submit the Google Form for the portion that covers your regular assignment/rate.

   • If this does not apply to your situation, follow step 2 and submit two invoices.

2. For all other portions (or if Step 1 doesn’t apply):

   • Download the appropriate blank invoice template

     1. Blank Hourly Invoice Template

     2. Blank Monthly/Fixed Rate Invoice Template

   • Prepare two invoices (one per rate/assignment).

   • Complete & rename each file using Name_Position Name Invoice_MonthYear

     1. Example: FakeName_ARM Temporary Assignment Invoice_December2026

     2. Include the date range and rate on each invoice.

3. Email the completed invoice(s) to your supervisor(s), and copy finance@acleddata.com. 

   • In your email subject line, use Invoice – Name – Manual Submission – Month Year

   • Attach all invoices (and any required backup, e.g., hour breakdown files).

To calculate the prorated amount for a monthly rate:

• Formula:
  (Monthly Rate÷Number of Days in the Month)×Number of Days Worked

• Example:
  If your monthly rate is $1,000 and you worked 10 days in a 31-day month:
  (1,000÷31)×10=$322.58

Use this calculation whenever you need to determine partial-month compensation due to mid-month starts, temporary assignments, or early end dates.

Notes: 

• Invoices for special projects/assignments may be submitted at completion but must be submitted by the 4th day of the following month - the same routine deadline as google form submissions. Translations and manual submissions should be submitted as soon as possible. 

• Do not attach any invoices regularly submitted via the google form with manual submissions.