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Invoice and Travel Reimbursements

Invoices must be submitted on the most current fiscal year Invoice Template, exclude sales tax paid, and include supporting documentation.

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Invoices

Providers shall be subject to the following terms and conditions when submitting invoices for reimbursement:

  • Invoices must be submitted on the most current fiscal year Invoice Template, exclude sales tax paid, and include supporting documentation. Invoices must have a unique invoice number and date for each month’s invoice.
  • Supporting documentation requirements:
    • Supporting documentation must include general ledger detail to support all expenses (example: a trial balance report matching the month the invoice is being submitted for).
    • Except as noted below in item 2.c., additional supporting documentation and/or itemized receipts are not required for all expenses. Do not send itemized receipts for expenses not listed below in item 2.c. or for expenses that are not included on the invoice.
    • Additional supporting documentation is required for salaries/wages/benefits, travel, and client assistance/activities. For these expenses, in addition to general ledger detail, provide payroll reports, mileage logs, itemized receipts, check request forms, etc.
    • If proper supporting documentation is not provided with the invoice, the invoice will be held until supporting documentation is received.
  • Invoice number and date
    • To avoid the potential for duplicate payments, Alliance requires that each month’s invoice have a Provider assigned a unique invoice number and date. Invoices submitted without a unique invoice number and date will be returned to the Provider for correction, which will delay processing and payment.
  • The provider must submit an expense invoice by the 20th calendar day of the month following the billing month. Invoices must be on the current fiscal year invoice template, exclude sales tax paid, and include supporting documentation.  The required invoice template will be provided by Alliance Provider Network staff. For example, if an invoice for February is being generated, it should be received by March 20.
  • The provider will not be reimbursed for state and county sales tax paid that is eligible for reimbursement directly from the State of North Carolina therefore it should be excluded from the invoice.
    • Exceptions – Alliance is allowed to reimburse sales tax paid for the following:
      • Utility expenses paid to utility companies
      • Sales taxes paid to telecommunication companies
      • Sales tax paid by an employee of a provider and then reimbursed by the provider and invoiced to Alliance (i.e. a travel expense)
      • Sales tax paid to a state other than North Carolina
      • City sales tax
      • Tax included with hotel fees
  • Reimbursement for gift cards for programs utilizing Federal Block grant funding and State funding is not allowed.
  • Reimbursement for fines and penalties (i.e. late fee on a credit card, parking ticket, etc.) is not allowed.
  • Except for payroll expenses, invoices must be based on actual expenses incurred (no accruals per funding requirements).
  • If the invoice is not received timely or supporting documentation is not received within five days after it is requested, the invoice will be held until the end of the fiscal year pending availability of funds.
  • Payment of invoices will be made via electronic funds transfer. Invoices and supporting documentation can be mailed or emailed to Alliance Health at:
              Alliance Health
              Attention: Accounts Payable
              5200 West Paramount Parkway, Suite 200
              Morrisville, NC 27560 ([email protected])

Travel Reimbursement Requirements for Providers

All travel paid or reimbursed to Providers shall be subject to the following travel terms & conditions and limits. Travelers are expected to exercise good judgment when incurring travel costs. Travelers shall not seek reimbursement for expenses not incurred, expenses provided free of charge, or expenses that will be paid or reimbursed from another source. Travelers will only be reimbursed for reasonable and necessary travel expenses actually incurred in the performance of contracted duties (i.e. must directly relate to the scope of work).

  • Receipts – Original itemized receipts are required for reimbursement of travel expenses (e.g. airfare, taxi, hotel, meals, etc.). Original itemized receipts are actual receipts. Credit card charge slips or statements will be accepted in lieu of original receipts.
  • Lodging – Lodging costs will be based on the General Services Administration (GSA) per diem rates. https://www.gsa.gov/portal/content/104877 unless otherwise specified in the contract.
  • Mileage use/ personal vehicles – Alliance will reimburse mileage pursuant to the current IRS maximum allowed rate. Travelers will not be reimbursed for any extra lodging or meal expenses incurred as a result of using a vehicle versus flying.
  • Meals and incidental expenses (M&IE) – Meals and incidental expenses are intended to cover the costs of a single day’s worth of meals and incidental costs (such as tips and parking) based on the average cost for these expenses in the area. Alliance will not reimburse the cost of meals for one-day travel unless the meal is part of the program of the function being attended (i.e. lunch is provided as part of a conference). Travelers are required to use General Services Administration (GSA) M&IE rate. https://www.gsa.gov/portal/content/104877 unless otherwise specified or provide itemized receipts. The maximum meal rates include tax and tips. Meals included in the cost of airfare, lodging, or as part of an event or conference package, are not reimbursable.
  • Non-reimbursable expenses – The following are examples of non-reimbursable expenses:
    • Alcohol or cigarettes
    • Lost or stolen cash or personal property
    • Personal items and services
    • Laundry, dry cleaning
    • Concierge services
    • Travel agent charges
    • In-room movies
    • Gym use
    • Traffic citations, parking tickets, and other vehicle fines
    • Circuitous or side trips for personal reasons
    • Personal entertainment or sightseeing
    • Airline, car, hotel, club, or travel memberships
    • Late payment penalties and interest on credit cards
    • First-class travel
    • Travel obtained using personal frequent flyer miles, reward programs, or discounts
    • Travel add-ons, such as travel or baggage insurance, trip protection, cancelation/delay/interruption insurance, upgraded seating, early check-in, TSA preflight services, optional travel services, wi-fi, movies, etc.
    • Baggage charges for more than one baggage
    • Car rental
This page was last reviewed for accuracy on 08/05/2021