Submit Invoice

ATLAS Invoice Form

To request payment/reimbursement from ATLAS, please fill out the online ATLAS invoice form on the right.

Please follow the instructions below carefully.

Instructions:

1. If ATLAS/Hamline has never paid you before or does not have a current W-9 on file, you will also need to securely upload a Form W-9 (see Form W-9 instructions below).
2. If you are requesting travel expense reimbursement, you must submit your invoice AFTER the travel has occurred.
3. For reimbursable expenses (hotel, airfare, supplies, etc.), you will need to upload all pertinent receipts into the online form. You may upload PDF and Word documents, or even take a photo of your receipt and upload that file!
4. Please see instructions regarding Requirements for Receipts, State Per Diem Limits and Mileage below.
5. NOTE: ATLAS is not permitted to directly pay or reimburse any state employee, including Minnesota State System and DOC staff.

Form W-9

You will be required to submit a Form W-9 if you have never received payment from Hamline or do not currently have a W-9 on file with Hamline. Please submit both your invoice and W-9 at the same time; we need both forms to get you set up in our accounting system.

* IMPORTANT * – Please DO NOT EMAIL YOUR W-9 or upload it to your invoice form; these are NOT secure delivery methods.

** ALSO – Individuals must not include their workplace/organization’s name on the W-9; “Business Name” is only for business owners.

1. Download the fillable W-9 Form.
2. Fill out the top, including your SSN, by typing directly into the document. (This new version of the W-9 can be saved to your computer as well.)
3. Print the first page.
4. Sign and date the printout by hand.
5. Scan the form to your computer. If you do not have a scanner, you can take a CLEAR photo of the form. (Be sure to delete it afterwards!)
6. To submit your W-9 securely, DO NOT EMAIL it or upload it to your invoice form, as these are not secure delivery methods. Please use the secure format below:

SECURELY SUBMIT YOUR COMPLETED W-9 >>

Requirements for Receipts

If you are requesting reimbursement for incurred expenses such as meals, supplies, photocopies, hotel, etc., list these in Part B of the invoice and submit receipts with your invoice.

Acceptable receipts:

• List the items/services purchased (i.e., are itemized)

AND

• Indicate that
  • The balance is zero (i.e., has been paid), OR that
  • A particular amount was paid by credit card (e.g. “Visa xxxx-1234, $100.00”)

State Per Diem Limits and Mileage

As a state-funded program, ATLAS is required to observe the following state per diem limits on reimbursement for food* and mileage expenses while traveling. These limits apply to all ATLAS activities.

* Please note that meals are not always reimbursable, depending on the activity and type of travel; please verify with Marisa Geisler first before submitting these expenses.

• Breakfast – $10
• Lunch – $13
• Dinner – $19

Mileage reimbursement

• July-December 2023: $0.655 per mile
• Beginning January 2024: $0.67 per mile