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The Accounts Payable division is responsible for processing payments of all invoices received for the purchase of goods and services by the City. 

Vendors doing business with the City should have complied with the necessary setup requirements as required by the City's Purchasing Division.  These requirements are posted at :

http://www.cityofalachua.com/index.php/purchasing-division/vendor-registration

 Important points to remember:

  1. The operating department should give the vendor a purchase order (when appropriate) detailing the terms and conditions prior to the sale.
  2. 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.
  3. 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.
  4. 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.

Questions regarding payment status should be directed to Ms. Gail Jones, Accountant I (A/P Coordinator) at 418-6100 ext. 125.