Invoice Instructions

Eligibility for Reimbursement

• Participants traveling 50+ miles one-way to an ATLAS activity may be eligible for reimbursement of mileage and hotel expenses.
• Those representing ATLAS at conferences may also be eligible for reimbursement of approved expenses.

For employees of Minnesota state entities or ABE support network organizations

• Please use your judgment in light of funding guidelines. ATLAS can’t reimburse work or travel already funded by the ABE Supplemental Services grant or other state sources.
• Unsure whether an expense is eligible? Check with ATLAS staff before submitting a payment request.
• Support network includes LAN, LitMN, PANDA, Southwest ABE, and ATLAS. Eligibility depends on whether state funds already cover the specific activity—not organizational affiliation or email address.

Reimbursable Expenses

• Mileage at the current federal rate
  • Required: A map image (such as Google Maps) showing one-way mileage between your starting and ending addresses.
• Hotel
  • May be reimbursed for the night before an event. For multi-day events, the nights before each event day may be reimbursed.
• Meals
  • For travel to/from ATLAS activities, meals are not reimbursable.
• Presenter expenses
  • Supplies, photocopies, or other approved costs may be eligible for reimbursement.
  • Required: Itemized receipts showing purchases and proof of payment (e.g., $0 balance or credit card charge).
  • Presenter meals may be reimbursable. Please clarify expectations with ATLAS staff in advance.

Before you begin the invoice form

1. Wait until travel has occurred to submit expenses and travel reimbursement.
2. Consider whether you need to submit a W-9 form (required for first payment or if your name/address has changed)
3. Map image showing route and total miles if requesting mileage reimbursement.
4. Itemized receipts, if requesting expense reimbursement.