The Accounts Payable division is responsible for processing payments of all invoices received for the purchase of goods and services by the City. Once items are purchased, Accounts Payable is responsible for paying the vendor or supplier of the product or service. Invoices and packing slips should be sent directly to the operating department for payment approval and then forwarded to Accounts Payable with the appropriate general ledger account numbers. Checks are mailed directly to the appropriate vendors on a weekly basis. No payment can be made without proper authorization, support material, and approval.
Important points to remember:
- The operating department should give the vendor a purchase order (when appropriate) detailing the terms and conditions prior to the sale.
- If new vendors need to be created in the system, Accounts Payable must be provided with a W-9 form showing the correct remittance address and Taxpayer Identification number.
- ORIGINAL invoices and packing slips (with the City’s purchase order number written on the invoice) should be sent to the operating department that purchased the goods or services.
- Vendors should not fax or send copies directly to accounts payable. The operating department will submit approved invoices to Accounts Payable for processing. Accounts Payable will not approve invoices for payment or assign general ledger account numbers.
- Only approved invoices are processed. Invoices are entered on a daily basis. Checks are printed weekly and mailed directly to the vendor on a weekly basis. At this time, the City issues paper Accounts Payable checks for the vast majority of invoices. Exceptions to this include payments to State agencies and several debt service obligations.
- If you are trying to reach the Accounts Payable division, our slow days of the week are Thursdays and Fridays.
Questions regarding payment status should be directed to Ms. Gail Jones, Accountant I (A/P Coordinator) at 418-6100 ext. 125.
Taxpayer ID and Certification form:
