Invoicing and Payment

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APPLICATION FOR PAYMENT AND INVOICING

Payment terms will be recorded by the City as Net forty five (45) days.  The City will pay the Contractor within forty five (45) calendar days after the date of receipt of a correct, as determined by the Project Officer, invoice approved by the Project Officer describing completed work which is reasonable and allocable to the Contract, or the date of receipt of the entire order, or the date of acceptance of the work which meets the Contract requirements, whichever is later.  Payments will be made by the City for goods or services furnished, delivered, inspected, and accepted upon receipt of invoices submitted on the date of shipment or delivery of service, subject to applicable payment terms.  The number of the City Purchase Order pursuant to which authority shipments have been made or services performed shall appear on all invoices. Unless otherwise specified herein, payment shall not be made prior to delivery of service and/or acceptance of the entire order by the City.

 

All invoices and statements must reference the Purchase Order number and SHALL be sent to:

 

AccountsPayable@fairfaxva.gov

 

or  mailed to: 

CITY OF FAIRFAX, VIRGINIA, FINANCE OFFICE

ATTN: ACCOUNTS PAYABLE

10455 ARMSTRONG STREET, SUITE 312

FAIRFAX, VIRGINIA 22030


CITY PURCHASE ORDER REQUIREMENT

City purchases are authorized only if a City Purchase Order is issued in advance of the transaction, indicating that the ordering department has sufficient funds available to pay for the purchase.  Such a Purchase Order is to be provided to the Contractor by either the City Buyer or the ordering department.  The City will not be liable for payment of any purchases made by its employees without appropriate purchase authorization issued by the City Purchasing Agent. 

 

Contractors providing good or services without a signed City Purchase Order do so at their own risk.  Please direct questions regarding this requirement to the City Finance Department at 703-385-7875 or by email to maryam.zahory@fairfaxva.gov