Our department maintains efficient and transparent payment procedures, ensuring a smooth experience for vendors. With a commitment to timely and accurate payments, we follow a rigorous process to review and verify invoices and purchase orders. Vendors can trust that their payment information is handled securely, with strict adherence to data protection policies and encryption protocols. By providing a reliable and trustworthy payment process, Â鶹´«Ã½ fosters strong relationships with vendors, promoting a collaborative and mutually beneficial partnership.
Vendor Responsibilities
To avoid payment delays, vendors should:
- Never deliver goods/services without first obtaining aÌýpurchase order numberÌý´Ç°ùÌýcorporate charge card number.
- Include theÌýcorrectÌýpurchase order number onÌýevery invoiceÌýto ensure prompt payment.
- Understand what constitutes aÌý. Without a proper invoice, payment cannot be processed.
Submitting an Invoice
Invoices should NOT be sent to the department. Doing so may delay payment.
Outstanding Payments
Accounts Payable is responsible for ensuring that all vendor payments are made timely and accurately. However, no payment can be issued until an invoice is received in the Accounts Payable departmentÌýAND the department has provided payment authorization.
Prompt Payment Statutes - Code of Virginia, Sections 2.2-4347 through 2.2-4356 and 2.2-5004 - promote sound cash management and improved vendor relationships by ensuring timely payments for goods and services.
About Payment Due Dates:
- Â鶹´«Ã½ is required to pay for all completely delivered goods and services by the required payment due date.
- Payments may be processed earlier than the required due date - if the vendor's cash discount terms are advantageous.
- The required payment due date is established by the terms of the contract. If no contract exists, Â鶹´«Ã½ is required to pay invoicesÌý30 calendar daysÌýafter receipt of a proper invoice, or after receipt of the goods/services,Ìýwhichever date is later.