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What to submit in order to receive payment
The invoice details should include:
These can take various forms depending on purpose and would therefore be used as applicable. They could be reports, receipts, work plans, schedules among others.
Some specific examples are:
Payments are made as direct deposits to the bank details provided with the invoice.
Wire transfer required details.
When and where to submit your invoice for payment
When: By the last Monday of your invoicing period. Payments can be made on a monthly, bi-monthly or quarterly basis.
Where: To email@example.com
How payments are approved
The submission of an invoice and relevant documentation does not mean automatic approval for payment. The submitted documentation must first be reviewed and then sent for approval to respective offices. Every week the Operations and Finance teams will review invoices that have been submitted by Close of Business (COB) Monday.
The approval process can take 2 - 3 weeks from the date the invoice was received at firstname.lastname@example.org. especially when there is follow-up or missing information to address. Public holidays and weekends are not considered working days in this process. Generally the teams endeavour to make payments as quickly as possible and in line with what was stipulated in the agreement.
View file name Invoice Payment Approval Process.pdf height 250
Approved payments are released on Fridays.
The payee with receive two separate emails from Bill.com regarding payment status: one e-mail after the invoice has been fully approved for payment and the other once the funds have been released to payee's account.
Answer: For any receipt to be deemed valid, the expense must have been pre-approved. Examples where a receipt would be called for as supporting documentation for payment include:
Question: What happens if I submit my invoice after COB Monday?
Answer: The review and approval of the invoice and relevant documentation will begin the following week.
The OpenMRS Community Management Teams help build and support the OpenMRS community and they fall into two categories: Product Roles and Community Management Roles led by OpenMRS' Director of Product and Director of Community, respectively.
Question: Most open source projects have a core team of paid developers. Why doesn't OpenMRS community have a core team?
Answer: While open source projects have a lot in common, each one is a little bit different. Community is about bringing together a group of people who are passionate about solving a shared problem.The OpenMRS Community has been privileged to have strong relationships with a number of organizations. Throughout our history, these organizations have demonstrated their commitment to our community’s principles by seconding developers to the community. This has led to $$$ worth of code!
Question: Without a core team, how can the OpenMRS community maintain the OpenMRS platform, Ref App and Community Modules? Who is responsible for these products?
Answer: Our governance structure is set up in a way that enables a variety of contributors to come together and produce new modules, maintain existing ones and keep our platform and reference application up to date. How well and how quickly we are able to keep up with demand does depend on the availability of contributors - which in turn depends on volunteer commitment and organizations’ commitment to making in-kind contributions.
Sources of Funds
OpenMRS Inc.'s major funding sources are individual donations, grants, fund-raising and support contributions given for specific work such as Google Summer of Code (GSoC). The grants, contracts and award opportunities pursued by the organization are aligned with the community's mission, vision and values. Check out the fund-raising status page for more details.
Use of the Funds
These investments broadly focus on community management, product and project management, technical guidance and mentorship. Specifics include:
Legal Fees/Service Fees
The following are considered prior to making any acquisition:
Does the funding source allow for this purchase?
Are there sufficient funds within the approved budget category for the proposed expenditure?
Is the cost reasonable, and the vendor selection process documented?
Is the purchase free of conflict of interest?
Will the goods or services be delivered/completed within the program’s fiscal year?
Some of the general guidelines enacted by OpenMRS Inc. before procurement:
To the extent practical, the functions of ordering, receiving and invoices are performed by different individuals
Except for emergencies all goods and services should be purchased in the most cost efficient and least expensive manner
All purchases must be authorized by personnel at the proper level of responsibility
All purchases must be for business purposes and within budgetary allocations
Vendors are not made available until they complete the necessary state forms, i.e., business registration, W-9, Certificate of Liability Insurance, affirmative action registration, etc.
Vendors are monitored to ensure that they are not on the Federal/State/City disbarment list.
The organization’s annual budget is prepared and approved annually. The budget is prepared by the Executive Director in conjunction with all program managers to ensure that it is an accurate reflection of programmatic and infrastructure goals for the coming year.
The budget is approved by the Board of Directors prior to the start of each fiscal year and revised during the year only if approved by the Board of Directors.
The organization prepares internal financial reports on a monthly basis. All reports are finalized no later than 10 days after the close of the prior month. The Executive Director, Director of Operations and Board representatives review the reports each month. The reports are presented to the full Board of Directors on a quarterly basis during which time the Director of Operations prepares a narrative report that summarizes the organization’s current financial position, including explanations for budget variance if any.
The presentation of the Financial Statements follows the recommendation of the Financial Accounting Standards Board (FASB) No. 117, “Financial Statements of Not-For-Profit Organizations.”
OpenMRS Inc. uses the accrual basis of accounting. This method allows for recording revenue and expenses when incurred. Throughout the fiscal year, expenses are accrued into the month in which they are incurred. The books are currently closed at the end of the tax year which is June 30th. Invoices received after closing the books will be counted as a current-month expense.
The accounting procedures used by the organization conform to Generally Accepted Accounting Principles (GAAP) to ensure accuracy of information and compliance with external standards.