How to Keep A Record of Items for Possible Reimbursement (Part 3)

In my two previous posts, I talked about the items that would qualify for a reimbursement and how a freelancing professional can accurately present a record to his client.

To illustrate, let's say I was hired to write copy for a three-fold flier and I have to beat a six-week deadline. My client represents a training institute focused on equipping students with technical skills for career advancement in the workplace.

Let's say my client instructed that the institute's coordinators would like to attract more students to take up short-term courses that allow them to acquire a specialized skill. The flier would be part of their marketing strategy. 

Consequently, I will be tasked to interview some of the institute's successful graduates who have since gone on and landed entry-level positions and gradually worked their way up the career ladder.

Additional tasks include writing at least four concisely written testimonials vouching for the competence of the training institute and providing figures on how a certificate can increase an employee's salary within, say, a five-year stint in a company.

I create charts using Microsoft Word. Your record of incurred expenses can look like this:

Date                                       Meals                                         Fare

September                    Php220 (Lunch)                      Php100

   12                             Php220 (Two snacks)                  

September                    Php270 (Lunch)                      Php120

   24                             Php200 (Two snacks)

October                         Php250 (Lunch)                       Php100
    2                              Php200 (Two snacks)

TOTAL:    Add everything up and calculate at least 30 percent of the total.

Now, if I were to enter the amount into my invoice, here's how it would look:

Invoice of

RONALI G. dela CRUZ

Freelance Writer/Proofreader

Magazine Features * Ghostwriting * Resumes
Copywriting * Web Content * Blogging * SEO

Rate: Per project

Date                                          Tasks                                       Charges*

September 8-11           Brainstorming /

                                              conceptualizing                       Php2,000

                                    

September 12          Interview with graduates

September                Market study, feasibility            

   15-19; 22-26             study, day out on the 24th        Php4,500

September          Make follow-up calls for possible 

   29-October 3          rewrites; day out on the 2nd

October 6-10                        Revisions                                 Php1,500

October 13-15                 Finalize drafts

                                      Add at least 30 percent of

                                         incurred expenses.                      PhpX,000

                                          Add your flat fee.                           Php500

TOTAL                                                                                    State exact 

                                                                                                      amount.

*Keep in mind that freelancer's fees vary, even flat fees. The crucial issue is to make sure that you're being justly compensated.

How to Keep A Record of Items for Possible Reimbursement (Part 2)

In my previous post, I talked about the possibility of claiming reimbursements from clients. Here's the last item that you should include in your invoice:

(3.) Telephone and mobile phone bills

In the Philippines, people can get access to unlimited Internet through offers called "bundles" by companies like PLDT and BayanTel. You can get a telephone line with your Internet at a variety of monthly rates. 

Paying for a telephone-and-Internet bundle is an excellent idea to be able to sustain a freelancing professional's career. It can qualify as a tax deductible, which can help you reduce costs in the long term. 

Provided that you live within an area where it's easy to avail of such services, consider a telephone-and-Internet bundle as essential to your career. As a side note, there are reputable companies that outsource tasks and projects, and they allow a budget for a freelancer's Internet connection.

Now, if you schedule occasional days to go out to attend events and network, pay bills, and make appointments with people who can lend authority when you do research, a post-paid cellular phone plan may be better than making calls through telephone. 

But whichever you decide to use, have your telephone bills photocopied within the duration of the project and include them among the receipts you've incurred for your meals and fare. 

Next, add up the amount and calculate the equivalent of 30 to 40 percent of all expenses incurred.

In my next post, I'll show you how to include reimbursements in your invoice.

How to Keep A Record of Items for Possible Reimbursement (Part 1)

If you write advertising copy, business plans, or feasibility studies for entrepreneurs or grants for fundraisers, you may be required to do research or conduct a market study.

The extent of your research will depend on the scope required by your clients. And more often than not, Google, Wikipedia, and other search engines will prove to be inadequate.

When interviewing people who can lend authority to your reports and feasibility studies, I need not mention that you as a freelancer should fork out a budget to gain access to people and information. So the question "Do reimbursements apply in freelancing, too?" hovers among the heads of many freelancing professionals.

Plan ahead by knowing the right people from whom you can get information, and secure their phone numbers or email addresses. You may have to schedule a couple of days out within the duration of the project to interview all your sources, especially if the project will stretch for several weeks to a month, or even more.

Include a portion in your Freelancer's Contract that your client/s would have to shoulder 30 to 40 percent of the total amount you have incurred for the following:

(1.) Meals

If you'll be out all day, set a budget for lunch and two snacks. One of the perks of being a freelancer is you're entitled to choose from a wide array of diners.

However, keep within certain boundaries. The purpose of your interviews is to enable you to know your target market better. As a general guideline, remember the following:

• Forego fancy coffee shops that charge three figures for a latte. Never justify whiling your time away and spending money at coffee shops as part of your day out for research.
• Choose a diner or restaurant and have a reasonably priced meal than ordering at a fast food joint. 

(2.) Transportation

You may need to spend time at a public library, or gain access to an archived collection of documents located somewhere that requires you to use public transportation. 

You have to keep two things in mind: (1.) deciding whether getting to your destination in less time but end up paying more for fare would be worth it or not, and (2.) staying within a budget.

In the Philippines, you can take several rides on a jeepney, or choose the bus, MRT, LRT, or cab. Keep tab of any raise in minimum fare. When you do ride a bus, keep your tickets and have them photocopied and filed later.

If you drive your own car or you have a family member who allows you to drive the family vehicle, decide on what may be better for you in terms of greater ease and reimbursements.

If you use a credit card, opt to charge for your gas instead of using cash. Organize your receipts and have them photocopied and filed later on.