Accouting
Accounting
Links to Required Documents:
To ensure Studio ORD can process your invoices in a timely manner in line with our contract, please follow the guidelines below. Invoice processing procedures have been set up to improve the way we do business with our consultants. Our goal is to reduce processing time, so you receive payment as quickly as possible. Your assistance is essential to ensure your invoices are always promptly processed and in line for payment.
Invoicing Requirements
for All Consultants
Studio ORD does not accept paper invoices.
Invoices to Studio ORD must contain the following information or they will be returned for corrections:
Hours worked by employee name (first and last) and title
Current approved rate for that employee
Approved OH rate as currently accepted by CDA
10% profit dictated by CDA
Invoices must be emailed to consultants@studioord.com. Please DO NOT SEND a hard copy or copy the Project Manager or other Studio ORD consultant contacts on the email.
Invoices must be in PDF format
Each invoice must be in a separate PDF (with the supporting documentation for the invoice in the same PDF as the invoice itself)
Multiple invoices can be sent in one email, but each invoice must be in a separate PDF
Additional Requirements for New Consultants
Studio ORD requires a W-9 before any invoices can be processed.
Email your completed and signed W-9 to consultants@studioord.com with the subject line “W-9 – (Consultant Name)”.
Best Practices and
Recommendations
Please break out labor and reimbursable expenses separately.
Provide complete billing backup such as a system generated labor detail report or timesheets for labor and copies of all reimbursable expenses.
Date and number your monthly invoice.
Please invoice the entire calendar month on the same monthly invoice.
Use specific dates for reimbursables.
Sign up to be paid via ACH to take advantage of the most convenient and expedited method of payment.
Invoice Submittal
Please submit your monthly invoice by the 7th working day of the following month; this allows Studio ORD enough time to review and compile invoices that will be submitted to the City of Chicago according to their guidelines.
Invoices submitted after the deadline will be routed to the Project Manager to see if they can be billed the following month.
Invoices that deviate from the template or have rates or hours exceeding what is allowed by the contract with CDA will be rejected and the consultant will need to revise the invoice accordingly.
Invoices submitted without backup will be returned so that appropriate documentation can be added by the consultant.
Payment Information
Consultants will be paid within 7 days of Studio ORD receiving payment from the City of Chicago. (Please note that this time frame does not include the mailing of a paper check if you do not opt to be paid via ACH, the quickest method of payment.)
Automated invoice payments for all consultants is available through ACH (Automated Clearing House.)
Through ACH your payment will be deposited directly into the bank account specified by you on the ACH Consultant Form.
If you elect payment via ACH, we will send an email notifying you that a deposit has been made as each payment is processed.
The ACH email notification should be sent to the person processing credit so they can post the payment as it is received via email.
Automated payments are processed weekly.
To receive ACH deposit notification, please ensure the ACH email address on the ACH Consultant Form is populated. If you need to update the ACH email notification address at any time, please email consultants@studioord.com.