Payment and Invoices

Getting Paid

We have provided below the information outlining the minimum requirements for processing payments for materials and services provided to the City Of Tallahassee.

• Be Registered - Use the system to register as a vendor
• Understand COT Payment Terms as outlined by City of Tallahassee Prompt Payment Policy and State of Florida Prompt Payment Policy
• Submit a proper invoice - Construction/Consulting or Non Construction

Tax Exempt Status

The City of Tallahassee is exempt from the payment of Florida sales and use tax on real property rented, transient rental property rented, tangible personal property purchased or rented, or services purchased. A copy of the exemption certificate (PDF) is available online.

Payment Problems

The City Accounts Payables staff is here to assist vendors with resolving their payment concerns. Please contact our office at 850-891-8280 and request to speak with an accounts payable professional.

To help us expedite your request, please have the following information (if applicable) available:

• Purchase Order Number
• Invoice Number and Date
• Invoice Amount

Payment problems made with a City purchase card should be addressed with the individual cardholder, or, contact our office at 850-891-8280 and request to speak with a Purchase Card Administrator.

Submitting a Proper Invoice

Below are instructions for proper submittal of invoices. Take care to select the appropriate set of instructions based upon whether the invoice is for Construction/Consulting service or Non-Construction services.

Construction or Consulting Invoice

1. The Contractor shall submit an original invoice (or electronic invoice, if authorized,) at the end of every [month, quarter, etc] in which services were rendered. The original invoice can be sent electronically to Accounts Payable or mailed to the following address:
   
   City of Tallahassee
   Accounts Payable Section, A-28
   300 South Adams Street
   Tallahassee, Fl. 32301-1731
   Telephone 850-891-8280, Fax 850-891-8788
   
   
2. A proper invoice must include:
   1. Name and address of the Contractor
   2. Invoice date
   3. Invoice number (contractor is encouraged to assign an identification number)
   4. Contract number
   5. City's Purchase Order number, if applicable
   6. Contract line item number, including description, quantity, unit of measure, unit price and extended price of the item
   7. Terms of any prompt payment discount offered
   8. Name and address of official to whom payment is to be sent
   9. Federal Identification Number

City of Tallahassee Standards for Proper Submittal of a Non-Construction Invoice

1. Non-construction invoices should be emailed to invoices@talgov.com.
   
2. A proper invoice minimum requirements:
   1. Name of vendor and remit to address
   2. Invoice number
   3. Date of preparation
   4. Item description, quantity and price
   5. Purchase Order Number

Submit one invoice per email. Additionally, this email box should only receive invoices, not general correspondence (statements, questions, etc).

Purchase orders are required prior to construction beginning on City projects, professional services being offered to City departments, or goods shipped to City locations.