Finance E-file Instructions

FINANCE E-FILE INSTRUCTIONS

Client Name:    Filer ID:    Effective Date:

Purpose and Scope

These instructions establish the required formats, transmission methods, validation rules, and administrative procedures for electronic submission of financial documents to the paying organization. They apply to all electronic invoices, expense reports, payment remittances, and other finance-related files submitted by the submitter identified above.

Authorized Submitters and Contact

Authorized submitter represents and warrants that the persons identified above are permitted to transmit electronic files on behalf of the Client Name: . Unauthorized submissions may be rejected.

Accepted Document Types

Indicate the document types to be sent electronically (select all that apply):

Invoice    Expense Report    Payment Remittance Advice    Loan/Promissory Document    Other:

File Formats and Naming Conventions

Accepted file formats: select applicable formats:

CSV    XML    PDF (for attachments only)    JSON

Transmission and Security Requirements

Approved transmission methods (select all that apply):

SFTP    Secure API    Secure Portal Upload

All transmissions must use encryption meeting or exceeding AES-256 or equivalent. Submitter must protect private keys and credentials and must notify the receiving organization immediately upon suspected compromise.

Validation, Acknowledgement and Response Times

Upon receipt the receiving system will perform automated validation of required fields and file integrity. Acknowledgement will be issued within hours.

Accepted files will receive an acceptance notice that does not constitute payment. Payment timing is governed by the applicable invoice terms. Rejected files will include a rejection code and explanation. Submitter must correct and re-submit within calendar days to avoid processing delays.

Rejection, Corrections and Resubmission

Reasons for rejection include materially incomplete files, mismatched identifiers, duplicate submissions, corrupted files, or failure to follow naming conventions. Corrected files must reference the original submission ID where available.

Record Retention and Audit

Submitter shall retain original source files, supporting documentation, and transmission logs for a minimum of years from the submission date and shall produce records upon lawful request for audit.

Fees, Payment Terms, and Late Payment Policy

Standard payment terms applicable to submitted invoices: . Late payment interest accrues at on overdue balances, unless otherwise agreed in writing.

Privacy, Liability and Compliance

Submitter warrants that all transmitted data complies with applicable laws and industry standards for privacy and data protection. Submitter accepts responsibility for unauthorized disclosure arising from Submitter's failure to secure credentials. The receiving organization is not liable for transmission failures caused by Submitter’s systems or networks.

Certification by Submitter

By signing below, the undersigned certifies that: (a) they are authorized to submit electronic financial files on behalf of the submitter identified above; (b) all information contained in submitted files is true, correct, and complete to the best of their knowledge; (c) they will follow the instructions set forth herein; and (d) they understand that intentional submission of false or misleading information may result in administrative or legal penalties including termination of electronic access and indemnification obligations.

Administrative Contacts for Support

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