Directions for Submitting Reimbursements in eVero

The following are general instructions and requirements. Additional information can be found in each relevant budget category and should be reviewed when submitting reimbursements.

After logging in to myeveroportal.com:

• Select the SDS drop-down menu, then select Invoice.

  • Note: Mileage/Transportation should be entered under the Transportation tab.

• To create an invoice, select the orange plus button on the right-hand side of the screen. 

• To submit an invoice, each field must be completed. When finished, press the Save button.

"Date Service Occurred/Will Occur” 

• Reimbursements can only be processed once the service has been rendered.

• Dates of Service cannot be prior to the Initial Budget Effective Date.

• If an amended budget is approved to add a new service after the service occurred, the 60-days from the month of service reimbursement timeline would still be in effect. Use the amended budget effective date in eVero for the Date of Service field and add the actual date the service took place in the “Description” section of the eVero invoice.

• The eVero invoice Date of Service field must match the last date of service listed on the attachment. If the attachment does not have dates of service, the dates must be listed in the “Description” section. If dates of service appear in both the attachment and in the description, they must match and must be consistent.

• In general, each eVero invoice can only have one month of services listed. Therefore, dates from two consecutive months on an attachment must be submitted as two separate eVero invoices.

• If there are multiple dates on the attachment or an attachment is a monthly bill, the last date of service on the attachment should be entered as the date of service of the eVero invoice. A few common examples are listed below:

  • Example 1: A monthly utility/internet/phone bill that spans from January 8th – February 7th; use 2/7 as the date of service.

  • Example 2: A Community Class Invoice with 1/8, 1/10, and 1/15 dates of service listed; use 1/15 as the date of service.

  • Example 3: A propane/oil bill that spans 3 months from February 10th – May 9th; use 5/9 as the date of service.

• Monthly bills must be consistent each month with the “Date of Service” entered in eVero. Previously paid invoices should be reviewed to ensure consistency from month to month.

"Program"

• Select the Budget Program the invoice will be reimbursed through. (Only Budget lines with funds allocated in the current approved Budget will be available to choose from.)

“Category”

• Select the Budget Category the invoice will be reimbursed through. (Only Budget lines with funds allocated in the current approved Budget will be available to choose from.)

• For Family Reimbursed Respite, the category “Reimbursable Items” will automatically populate.

“Paid To”

• Enter the name of the entity to receive the reimbursement, i.e. the “payee.”

  • If the name of the “payee” is not listed, contact the FI Coordinator so a vendor account can be created.

  • By default, payment is mailed to the “payee”; however, you may elect to receive the funds via Direct Deposit, in which case please let your FI Coordinator know so a form can be completed.

“1099 Required”

• This section is for FI use ONLY and should be left blank.

“Amount”

• Enter the amount requested for reimbursement. If the amount being requested does not match the amount listed on the attachment, then a breakdown of the calculations needs to be included in the “Description” section of the eVero invoice.

  • If rounding is required, for example, when dividing utility bills by household size, round to the nearest hundredths.

    • For example: $59.50/4 = $14.875 and should be rounded to $14.88

  • If there are insufficient funds to cover the full invoice, only the amount remaining in the budget category can be utilized.

• For Family Reimbursed Respite the “Add Services” button must be utilized. Please see the FRR section below for more details.

• Transportation - Please see the IDGS and OTPS sections for guidance and instructions.

• Taxes and processing fees, for example Credit Card fees, can be reimbursed, unless otherwise indicated.

“Description”

• A brief description should be noted including the month, and any additional information that is needed for the FI Coordinator.

  • Example 1: A Utility invoice should state, “Nov Electric Bill, 4 residents, minus credits.”

  • Example 2: A Community Class invoice should state, “Nov Approved [insert program name] Art Class, [insert dates of attendance].”

• If any calculations are done, please note them in this section.

  • Example: A Utility bill that needs to be divided by 2 household members should include, “$72.79/2 = $36.40” in addition to the information in Example 1 above.

• If the same attachment will be submitted for multiple months, the number of eVero invoices should be listed.

  • For example – A community class with attendance from Jan – March; if 3 eVero invoices are submitted using the same attachment, starting with the first eVero invoice, the description should say “1/3 invoices” and subsequent invoices should say “2/3 invoices”, and “3/3 invoices” respectively. This ensures there is no overpayment or errors.

• For rollover budgets where only partial reimbursement is possible (see the "Rollover Budgets" section) write “Remainder to be paid from Rollover Budget.” It is the responsibility of the Individual/Designee to remember to submit the remainder for reimbursement.

“Attachments”

• Attachments are required for all reimbursements, except for Family Reimbursed Respite.

• The attachment needs to be a full receipt, invoice, or bill for the item/service with all necessary pages included. For example, Phone, Internet or Utility bills are typically available for download as a PDF from the company website.

• All attachments must be clear and legible.

• The attachment needs to list the dates of service, a description, and the amount to be reimbursed.

  • If an attachment does not have the dates of service, then it needs to be included in the “Description” section of the eVero invoice.

• For IDGS Camp and Memberships, proof of payment can be submitted as an attachment instead of a receipt or bill.

  • If proof of payment is submitted, the payee and the amount paid need to match the eVero invoice.

  • The “payee” must match the provider on the prior approval form.

  • Acceptable forms of proof of payment include a cashed check, money order, bank or credit card statement, QuickPay/Zelle, or other electronic payment.

    • If a check is submitted, the front and back of the cashed check must be attached. The check must be paid to the provider listed on the prior approval form and not ‘paid to cash.’

• See specific categories for further requirements that are needed for attachments.

Once all the required sections are completed, select the “Save” button. The invoice can be edited until it has been “Verified” by an FI Coordinator. If further edits are still needed, reach out to FI@Yedei.org.