ICFJ Payments through Tipalti

If you are an ICFJ consultant or grantee, please read these instructions carefully, as you will need to follow them in order to receive your payment(s) on time. Thank you.

ICFJ now uses an automated payment system, called Tipalti, to pay consultants, grantees and other vendors. You must create an account in Tipalti and complete all required fields in order to receive payments from ICFJ.

If you are not yet registered, please check your inbox (including spam or junk folders) for an email from ICFJ Accounting (accounting@icfj.org) for a message titled, “Please register in ICFJs payment system.” This message should arrive within about two weeks of signing your contract. 

The registration link provided in the email will expire within 7 days. You will receive an error message from Tipalti if you try to register after 7 days, and you will need to request a new link from ICFJ accounting. To avoid any delays in payment, please register in Tipalti as soon as possible.

After you register, you will receive an email that includes a link to the ICFJ payment portal. Please save this link and use it to upload your invoices and track payments. 

How to Register 

The process is quick—it takes most people about 15 minutes to complete their registration once they gather the following information: 

1-    Contact Details

• Name
• Address
• Email
• Phone

2-    Payment Details

• Payment method – How would you like to receive your payment? Please note that, depending on your bank, some payment methods may come with fees. Please check with your bank about any questions you may have about their charges. Also, some payment methods have limitations on the maximum payment amount allowed.
• Currency selection – In which currency would you like to receive payment?
• Routing and account numbers or PayPal account

3-    Tax InformationThe registration page will guide you in selecting the right tax forms (W-9, W-8, VAT, etc.) and walk you through the information-gathering process. You’ll want to have the following information available if these apply to you. (If you are a non-U.S. vendor or have a non-U.S. bank account, please confer with a tax advisor familiar with your country’s laws.):

• Employer Identification Number (EIN )
• Social Security Number (SSN)
• Value-Added Tax number (VAT)

When to Submit an Invoice

After you have created your Tipalti account and completed your registration, check your written agreement or contract with ICFJ for the payment dates and/or deliverables listed. Please mark your calendar to send an invoice only when due, and/or when deliverables are complete. If you invoice before you have fully registered in Tipalti or before the terms and conditions listed in your grant agreement have been met, your payment may be delayed. 

How to Submit an Invoice

Once you are fully registered, log in to your profile on Tipalti and click on “Submit an Invoice,” to be able to upload your invoice(s). Do not submit an invoice until you are fully registered and you have completed all required information outlined above. Once fully registered, you can also submit invoices by emailing them to invoices@icfj.org.

Consultants and Grantees’ Frequently Asked Questions (FAQs) about ICFJ Payments through Tipalti:
 

What is Tipalti? 
Tipalti is the automated payment system that ICFJ uses to pay consultants, grantees, and other vendors. 

Is Tipalti registration required?
Yes, all ICFJ payments are now processed by Tipalti. 

How do I register with Tipalti?
You will receive an invitation to register via email with the subject line “Please register in ICFJs payment system.” This message should arrive approximately within one week after signing your contract. The registration link provided in the email will expire within 7 days. You will receive an error message from Tipalti when you try to register after 7 days, and you will need to request a new link from ICFJ accounting or Tipalti support. 

How will I be paid? 
Depending on the country of residence or where your bank is located, you can choose among several payment methods: domestic ACH (US only); international wire transfer; eCheck; PayPal and others. Some payment methods have limitations on the maximum amount allowed.

What if I change banks or my other information changes? 
You can update your bank or other information by logging into your profile.  

What, if any, fees will I be charged? 
ICFJ and Tipalti will not charge any fees. Please note that some payment methods may incur fees by your bank, and you need to check with your bank about any questions you may have about their charges.

Do I have to send an invoice? 
Yes, an invoice is required for each payment. You can find an example below. 

How will I know when to send an invoice? 
Please refer to your written agreement or contract with ICFJ for the specifics of when your deliverables and invoices are due. 

How do I send an invoice? 
Once you are fully registered, log in to your profile on Tipalti and click on “Submit an Invoice,” to be able to upload your invoice(s), as pictured below. Please do not submit an invoice until you are fully registered and you have completed all required information, including bank or other payment info. Once fully registered, you can also submit invoices by emailing them to invoices@icfj.org.

Do I have to use a specific invoice form?
No, you may use any invoice format that you like, as long as all of the following information is included:

• Invoice Date and Number
• Name of ICFJ contact person
• Date of when services were provided or deliverables completed
• Description of services provided
• Amount of payment requested
• ICFJ Program name/number

(Please find an example at the bottom of this document. You can also download an editable copy of the sample invoice shared below here.)

How will I know when my invoice has been accepted? 
You will receive an auto-generated email confirming receipt of your invoice. The email will also let you know if the invoice was accepted or not, and the reasons in case it was not accepted. Furthermore, you can visit your “Invoice History” in Tipalti for up-to-date information on the status of your invoice. 

How long after I submit an invoice will I be paid?
Once you have provided all the necessary information in Tipalti, and you have submitted your invoice, you should receive the funds within 30 days.

I’m having issues with my payment. Who can help me? 
If your question is not addressed above, please contact Tipalti Support at support@tipalti.com, or ICFJ’s Accounting Department at accounting@icfj.org and copy your program manager.