< Return to vanguardem.com

Invoicing Tools

As an independent contractor for Vanguard Emergency Management you will be responsible for keeping legible and accurate receipts and inspection records. These receipts and records are needed to submit an electronic expense report through Vanguard EM's Risk Manager Inspector Portal, and will allow your expense report to be processed and paid in a timely manner. More details on invoicing can be found in the Inspector Invoicing Guide and the Vanguard EM Travel Policy.

If you have any additional information, please contact the Accounting Department directly at 1-855-482-6447 Option #3 or accounting@vanguardem.com.

Quick Document Links

Inspector's Invoicing Guide Vanguard EM Travel Policy

Frequently Asked Questions

To view the answer for each question, click the question to expand the content.

How are inspectors paid?

Inspectors for Vanguard EM receive a per-inspection fee for all properly completed inspections, and are reimbursed for allowable travel expenses associated with deployments or an approved training session. In order to be reimbursed, inspectors must submit an invoice and expense report through the Risk Manager Inspector Portal. Expenses must be in accordance with the Vanguard EM Travel Policy, and the number of claimed inspections will be verified against verified inspection data.

When will I need to submit my expense report?

Expense reports can be submitted weekly, however, expenses submitted after 30 days will not be reimbursed.

How do I submit an expense report?

Expense reports are accepted Wednesday-Tuesday 11:59pm EST. You will complete all of your invoicing through Vanguard Emergency Management's Electronic Expense Report system following our rules and guidelines per the Inspector Invoicing Guide and the Travel Policy.

How often will I be paid?

Approved expense reports will be processed for payment 10 days after the Tuesday cut-off.

How much will I be paid?

Each inspector's per-inspection rate is based on the number of his or her previous FEMA HIS inspections, which are verified through FEMA. Per inspection rates can be found on the Independent Contractor Amendment. Allowable expenses will be paid in accordance with the Vanguard EM Travel Policy.

What will I be reimbursed for?

Please reference Vanguard EM's Travel Policy to see specific approved reimbursable expenses.

Do I get an advance payment when deployed?

As an independent contractor, you are responsible for your finances in the field. You should expect to sustain yourself financially for at least two weeks until you are able to receive payment from your first approved expense report following the guidelines in the Inspector Invoicing Guide.

Will I be an employee to Vanguard Emergency Management?

No, you will be an independent contractor and will receive a 1099 miscellaneous form.

Who can I contact if I have additional finance or accounting questions?

The Accounting Department can be reached at 1-855-482-6447, Option 3, or reached by email at accounting@vanguardem.com.