Getty Images and Affiliates Contractor Invoicing Guide: How to get paid

Table of Contents Purpose Invoice Layout Invoice Header Requirements by Country Invoice Header "Tax Invoice" notation Billing Entity Invoice Detail Requirements by Country Media Event Id (MEID) Expenses Value Added Tax (VAT) Withholding Tax Invoice Submission via Concur Getting Access to Concur Submitting an Invoice What's Next? Troubleshooting Purpose This handbook is intended as a reference for contractors in conducting business with Getty Images so that we can work together to meet our mutual goals. The guidelines provided herein are intended to assist you with submitting compliant invoices for the services performed and related expenses, if applicable. Invoice Layout Invoices have two sections: a header and invoice details. The header is the uppermost section that provides general information about you and the Getty Images billing entity. The invoice details are unique to the services provided on a specific date. Sample provided below:


Invoice Header


Company Name (if applicable):
Your Name:
Address:
Email:
Phone Number:
VAT Registration Number (If applicable):
TAX INVOICE (if applicable)

Invoice Date:
Invoice Number:
SOLD TO:
Getty Images Entity:
Address:
City, Country, Postal Code:
Getty Images VAT Registration Number:
(Refer to Contracting Matrix in Assignment Service Guide)


Invoice Detail

Date of Service Description Amount
Day, Month, Year Paid Assignment Fee XXX.00 (currency code)
Day, Month, Year Expenses XXX.00 (currency code)
Subtotal XXX.00
VAT/GST Rate X% XX%
VAT/GST Amount XX.00 (currency code)
WHT Rate X% XX%
WTH Amount XX.00 (currency code)
Grand Total XXX.00 currency code)
GIPA or Stringer Service

Invoice Header Requirements by Country

The header is the uppermost section that provides general information about you and the Getty Images billing entity. It is imperative that your invoice is addressed to the correct Getty Images billing entity – Refer to Assignment Services Guide

Item US UK EU Countries Australia & New Zealand Japan LATAM
Invoice Date (Date of Issue)
Unique Invoice No.
VAT ID number, if applicable
Full name & address.
"Tax Invoice" included on the invoices with VAT/GST      
Getty Images Billing Entity name*
Getty Images VAT ID number*

Invoice Header The header is the uppermost section that provides general information about you and the Getty Images billing entity.

"Tax Invoice" notation This requirement is applicable to Freelancers who do not meet the e-invoicing threshold imposed by their local governments. An e-invoice is an electronic invoice that has a standard schema and high machine readability. Freelancers who are required

to generate e-invoices must upload their invoices to the Invoice Registration Portal

which will generate a unique Invoice Reference Number.

Billing Entity

It is imperative that your invoice is addressed to the correct Getty Images billing entity. You can find this information under Contracting Entities in the Assignment Services Guide.

Invoice Detail Requirements by Country

The Invoice Details, the bottom portion of the invoice, are unique to the services provided on a specific date.

Item US UK EU Countries Australia & New Zealand Japan LATAM
Description of Service
MEID (Media Event ID), if applicable
Date of Service
Unit price of service exclusive of tax
Tax Rate (US Tax, VAT or GST)
Tax Amount (US Tax, VAT or GST)
WHT Tax Rate, if applicable
WHT Tax Amount, if applicable
GIPA or Stringer Service

Media Event ID (MEID) Please include the Media Event ID or similar event ID number, if provided to you by your assignment editor, for all shoots included on the invoice.

Expenses If agreed upon in advance by Getty Images, contractors may include expenses on invoices or as a separate document. For audit purposes, ensure receipts are provided for these expenses.

Value Added Tax (VAT) To comply with VAT rules an invoice must be available for inspection. Contractors who charge VAT are required by law to provide a proper tax invoice. VAT authorities expect to see the following details on an invoice for it to qualify as an eligible document:

  • Value of the purchase
  • VAT amount charged
  • VAT rate
  • Date
  • Description of what was purchased
  • Suppliers name, address, and VAT number
  • The correct Getty Images Entity (Refer to Contracting Matrix in Assignment Services Guide)

Withholding Tax To comply with local Withholding Tax (WHT) rules Getty Images will withhold the required amount and pay the tax authorities directly unless you provide documentation that you are exempt from withholding. Please contact your local tax authorities for guidance on what type of documentation is needed to claim WHT exemption.

Invoice Submission via Concur

Invoice Getting Access to Concur Your assignment editor will assist you with obtaining access to Concur Expense for invoice submission. In some cases they will submit your invoices through Concur Expense on your behalf by acting as your delegate in the system.

Submitting an Invoice

  1. Go to https://www.concursolutions.com/
  2. Log in
  3. Click New Expense Report
  4. Enter your Event Name and Date into the Report Name field
  5. Enter a description of the service provided in the Business Purpose field
  6. Enter the Getty Images Assignment Editor’s name in Editor field and cost center
  7. Enter the Media Event ID (MEID), if applicable
  8. Click Next
  1. Select expense type:
  • Freelance Fees/Expenses (Day Rate)
  • Assignment Fee /Expenses (Day Rate)
  • Temporary Help
  • VAT if applicable



10. If you have selected Assignment Fees/Expenses, click on Allocate for these expenses and add the applicable Brand Code, as advised by your assignment editor



  1. If you are VAT registered, select the VAT expense type by country
  2. Enter the VAT amount
  3. Click Save
  4. Select Receipts > Attach Receipt Images* to attach your invoice*



  1. Click Save > OK > Done
  2. Select the approver (editor you selected when creating your report) and hit submit for approval
  3. For Japan residents: Original invoice and receipts must be sent to the local Getty Images office

*In addition to your invoice, Getty Images assignment editor may require receipts for proof of expenses.

What's Next?

  • After you submit your expense report it will be routed to your editor for review and approval.
  • Once it has gone through the approval process it will be sent to Finance for payment processing.
  • Payments are determined by local offices, please check with your local office to determine how often payments are made.

Troubleshooting

  • For question about your agreement, please reach out to your Getty Images editor.
  • Payment or Concur related questions contact: ConcurHelp@GettyImages.com: ConcurHelp@GettyImages.com
  • Please ensure to include the nature of your request in the SUBJECT LINE so that inquiries are routed to the correct department – see examples below: