Vendor Payment Information

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W9s, Invoice documentation, Payment schedule

IRS regulations require a current W9 to be on file to avoid withholding requirements.  Complete W9 and email to accounts payable:  The City will comply with IRS regulations regarding issuance of 1099s.

TIPS for ensuring prompt payment of invoices:

Submit Invoice with all required information:

  • purchase order number (if applicable) 
  • delivery ticket signed by City Employee,
  • adequate line item detail

Review pricing for compliance with City contract

Target dates for weekly payments:

  • Payments are issued and mailed weekly on Thursdays only.  
  • Department review and approval time for authorization averages 3 to 5 days, depending upon complexity
  • Department authorized request for payments are to be submitted to A/P no later than Tuesday afternoon
  • Thursday holiday schedule - dates move up one day: Wednesday payments, Monday submittal deadline

Questions or Concerns regarding payment: please contact

Your contact will be acknowledged and followed up with a response.  If you are not fully satisfied you can reach either the procurement office or the finance office

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