What must I do prior to submitting an Invoice
to the City of Orlando for payment of worked performed and / or
goods delivered?
Generally before a vendor or contractor can
begin any work for a City department, the vendor must have a
valid Purchase Order, or contract in place with the City of
Orlando. A vendor should not perform any work or deliver goods
without having either in place first.
Except for single purchases or jobs not exceeding one
thousand dollars ($1,000.00).
The Purchasing Division is responsible for
providing Purchase Orders, and Contracts to suppliers doing
business with the City of Orlando.
Back to top
What is the City of Orlando’s Accounts Payable
Check Processing Policy?
Any supplier doing business with the City of
Orlando must have a completed
W-9
form on file before the Accounts Payable section can issue
payment for goods and / or services.
Payments are made when invoices are properly
submitted and approved. The City of Orlando will issue payments
in accordance with the
Florida Prompt Payment Act, Florida Statutes, Chapter 218, Part
VII. The City usually dispenses payments within 30 days
after receipt of a valid invoice.
Back to top
How do I submit a valid invoice to the City
of Orlando’s Accounts Payable Section?
A valid invoice must contain the following
information:
-
Suppliers’ information such as name and
address
-
Department or City employee requesting
the goods/services
-
Invoice number
-
Invoice date
-
Purchase order or contract number, if
applicable
-
Description of items purchased
-
Quantity and unit price
-
Delivery charges, if applicable
-
Total amount due
-
Sales tax should not be included on
invoices. The City does not pay sales tax.
-
Discount terms that may apply.
-
Payee information if different from
Supplier information
Back to top
What about sales tax?
The City of Orlando is exempt
from paying Florida sales tax. The sales tax exempt number is
printed on the back of our purchase orders. To obtain the City’s
sales tax exempt number or a copy of the certificate, contact
the Accounts Payable Department at (407) 246-2345
Back to top
Where do I mail my invoice(s) for payment?
Valid invoices are to be remitted to:
City of Orlando
Accounts Payable
P.O. Box 4990
Orlando, Florida 32802-4990
NOTE: Failing to include this vital
information on your invoice and mailing it directly to a City of
Orlando department will result in payment delays.
Back to top
How do I inquire on the status of invoice
payments?
Vendors / Suppliers can request the status of
payments by contacting the Accounts Payable section or
contacting the City department or City employee whom requested
the goods and / or services.
To expedite research, please have available
detailed information such as:
-
Invoice number
-
Invoice date
-
Amount of invoice
-
Purchase Order number
Back to top
What do I do if a mailed check payment is not
received?
If a vendor does not receive a mailed payment,
it may be because it was mailed to the wrong address, lost in
the mail, or stolen.
If an expected payment is not received,
contact the City department for which goods and / or services
were provided. The City department will research to identify the
problem; based on the outcome, you may be asked to submit one or
more forms and / or documents, in order for the Accounts Payable
section to issue a replacement check.
Back to top
Would Accounts Payable pay the
entire amount on an invoice that includes a prior balance?
No. Only the amount listed as
the “current charges” will be paid. Accounts Payables cannot pay
the “old” or “past due” balances on any invoice. This procedure
helps to avoid overpayment to a supplier. Both the current and
prior bills must be submitted to the Accounts Payable Section
for payment.
Back to top
Will Accounts Payable prepay
for goods and/ or services?
Rarely, will Accounts Payable
prepay such items as magazine subscriptions and registration
fees if the original invoice and purchase order are received in
time. For other items verification that the good or services
were received is necessary before the Accounts Payables Section
is to process a payment.
Back to top
When does the City mail checks?
The City of Orlando prints
checks every Thursday and mails out the checks on Friday by 2:00
p.m.
Back to top
Can an Accounts Payable check
be picked up?
Picking up checks at the
Accounts Payable office is generally not permitted as this is a
violation of policy and internal controls established by the
City of Orlando. Policy requires that Accounts Payable mail all
disbursements directly to the payee's home or business address.
On occasion, however, it may be necessary to deliver the check
in person when there are documents to include with the check,
and unable to attach to the original payment request. Under
these limited circumstances, a check may be "Picked up" by the
department initiating payment. Outside vendors are not allowed
to pick up checks.
Back to top
