PO/Invoice Process for Freelance Photo Assignments

1. A photo assignment Trello card will be filled out with shoot information including the freelance photographer’s rate
2. Once the photo shoot is confirmed, the photo editor will add the assignment card to the Active Calendar_BU Photo Trello board
3. Before the photo shoot happens, Andy will create a screenshot of the assignment card and send this card to Lisa Gray via Slack and request that a PO is made in Ariba
   1. We normally create one PO for each photo assignment – occasionally if there are multiple days/shoots by the same photographer for the same project, we will create one PO for multiple shoots but this situation is rare
4. PO is created for the rate negotiated by photo editor and photographer for the assignment
   1. PO amount can be changed for expenses if needed
5. Once PO is approved and created, an email is sent to the freelancer with PO info
6. After photo shoot occurs, photographer will submit invoice to Ariba
7. Lisa/Andy will confirm the amount invoiced matches PO amount
   1. If there is a discrepancy or question about invoice amount, Lisa can put a hold on the payment while Lisa/Andy sort out why invoice amount and PO amount do not match
8. Invoices approved for payment will show up under the Freelance spend GL (515000 – Contracted services Other) on the photo budget ledger
9. Once an invoice appears on the photo budget ledger, the invoiced amount can be added to the project the photo shoot was completed for in CS Billing