Invoices – Payment Schedule

Invoicing process

The finance team will only accept invoices submitted by the designated person, which means that we will redirect all invoices sent directly by the consultants and / or suppliers.

This has several objectives:

• To make sure all invoices are correct (supplier’s name, date, purpose and most important amount)
• Respect for agreements in force (including the modification of such agreements)
• To know if we still have invoices to receive and for what amount at any time of the project, because we would be able to reconcile the commitments, the terms of reference and the invoices already received
• Reduce the risk of having duplicate payments
• Limit questions during the audit

The updated list of donor and project codes in the operations manual has two columns, indicating the name of the project manager and the name of the person responsible for sending the invoice. Please refer to it regularly as this is a working document and gets updated frequently.

Payment Schedule

Please find below the monthly Payment Schedule. There is no guarantee that an invoice will be paid if you have submitted an invoice before a particular payment cycle. This is mainly to give the members of the organisation a monthly overview of our payment dates/process.

Legend For Payment Schedule 2024

August 2024

September 2024

October 2024

November 2024

Invoice Templates

The GI currently has three legal entities registered in Geneva, Vienna and Cape Town respectively.  Different invoice templates have been created for each of the legal entities.

In instances where suppliers do not have their own invoice GI templates are provided. The templates have been colour coded.  The aim of this is to help the finance team spot invoices that are not directed to the correct funding stream or entity.  This will ensure that adjustments do not have to be made later.

Geneva          Green      GI Geneva Invoice Template

Vienna           Purple     GI Vienna Invoice Template and RF Invoice Template 

Cape Town    Silver      GI Cape Town Invoice Template

Bogota             Blue        GI Bogota Invoice Template

It is imperative that invoices are submitted with as much information as possible. The following information is very important:

1. Full address of the consultant
2. Invoice number with the following format (First letter of First Name + Surname + Month + Year – e.g.: JSMITH0318)
3. Please make sure the consultant uses an updated invoice for each submission and separate invoices for each project
4. Donor Code
5. Project Name
6. Currency Amount

Banking details are very important to ensure that payments are processed without delays. The following information must be included:

1. Name of the Account Holder – this must correlate with the name at the top of the invoice
2. Name of Bank
3. Address of Bank
4. City where Bank is situated
5. Country where Bank is located
6. Account Number
7. Branch Code of Bank
8. IBAN Number – To assist in this, please visit the IBAN Calculator website More examples of how to calculate an IBAN can be found here.
9. SWIFT Code – To validate a code, please visit the TransferWise website

Donor and project Codes on the Operations Manual list includes the location where the projects are managed from.  This will guide you to determine which template invoice to use and who should submit the invoice.

Banking Data Change Request Form can be downloaded here.

Printable guide

A printable guide on invoicing can be downloaded here.