|
|
 |
| |
Finance
Department |
|
|
| |
| Accounts
Payable |
Payroll
|
Records
and Reporting
|
CAFR |
| Accounts
Payable |
| |
The
City desires to be a good business partner to its vendors, and
has established a goal that all invoices should be paid in a
timely manner. The responsibility of this directive falls under
the Accounts Payable department, which has developed and implemented
procedures to insure that payments are issued accordingly. Most
goods and services are procured utilizing a purchase order.
Standard City payment terms are net 30 days. The Department
acquiring the goods and services must initially authorize payment.
The City pays by invoice, not by statement. The information
outlined below is designed to prevent delays in processing invoices
for payment.
|
| |
| I |
In
order to obtain payment for goods/services provided, an
original invoice must be submited to the City department
receiving the goods or service. The invoice must include
the following:
| A. |
Vendor
Information
 |
The name of the business organization (as
specified on the Purchase Order) |
|
Date
of invoice
|
|
Invoice
number |
|
Federal
identification number |
|
| B. |
City
Information
|
City
Purchase Order Number |
|
Receiving
Department Name
|
|
| C. |
Goods
or Services Provided
|
Description |
|
Quantity |
|
| D. |
Pricing
Information
|
Unit price of the goods, services or property provided |
|
Extended
total price of the goods, services or property |
|
|
| II |
New
vendors are required to complete a Form W-9 if we do not
have a recent W-9 on file. If a vendor does not invoice
in the same name as the name that appears on the purchase
order, or if the tax identification number provided to
the Purchasing Department differs from that on the W-9,
a delay in payment will occur until the matter is resolved.
Therefore, it is important that the Purchasing Department
receives correct information from vendors. You may contact
our Purchasing Department.
|
| III |
If
you have any questions regarding payments, please call
our Accounts Payable Administrator, Lisa Shay, at (941)
365-2200, extension 4210, or email her at
Lisa.Shay@Sarasotagov.com
|
| IV |
The
City is tax exempt and does not pay Florida State sales
tax. Our Florida tax exempt # is 68-00-044687-54C. |
|
| |
|
| |
|
| |
|
| |
|
| |
|
|
