The County 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 Section, which has developed and implemented procedures to insure that payments are issued accordingly. The information outlined below is designed to prevent delays in processing your invoices for payment. If you are not already a registered vendor with the County, you may register online via the Purchasing Division's home page.
I. All invoices should be mailed or directed to the Accounting Division for processing. Any exceptions must be approved by the Director of Finance & Administrative Services.
II. The Florida Prompt Payment Act provides that the County may set forth the requirements for an invoice to be a proper invoice. In addition, Broward County has adopted a Prompt Payment Ordinance which, among other things, provides penalties to be paid to vendors if their invoices are not paid within specified time frames. The requirements of a proper invoice shall be as set forth in the agreement or contract governing the purchase; however in addition, no invoice submitted by a vendor shall be considered a proper invoice unless the invoice is an original invoice, and sets forth the following additional information:
A. Vendor Information
- The name of the business organization (as specified on the Purchase Order)
- Date of invoice
- An invoice number
- Federal identification number
B. County Information
- County Purchase Order Number
- Broward County's part or item number (for each item or part delivered)
C. Pricing Information
- Unit price of the goods, services or property provided
- Extended total price of the goods, services or property
- Applicable discounts
D. Goods or Services Provided
E. Delivery Information
- Delivery terms set forth within the County Purchase Order
- Location and date of delivery of goods, services or property
III. New vendors are required to complete a W9 form at the time of their first payment, if we do not already have a recent one 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 Purchasing differs from that on the W9, a delay in payment will occur until the matter is resolved. Therefore, it is important that Purchasing receives correct information from vendors.
IV. The County attempts to take advantage of all payment discounts offered by vendors. Be sure to clearly indicate any payment discounts that you offer on your invoices.
V. If you have any questions regarding payment, call Vendor Relations at 954-357-6789. If they cannot answer your questions immediately, please provide the researcher with your purchase order number, federal identification number, invoice number, amount, and telephone number. Your call will be returned with 24 hours.