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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 submitted 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, at (941) 365-2200, extension 4210.

IV. The City is tax exempt and does not pay Florida State sales tax. Our Florida tax exempt # is 68-00-044687-54C.

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