Getting Paid…Invoicing and Payments
Submitting Your Invoice…
An invoice is a statement of charges submitted for goods or services rendered. Invoices must contain the applicable Purchase Order number and the County agency that received the goods or services. Although a specific contract may cite instructions as to submitting invoices, as a general rule, invoices should be submitted for each purchase order immediately upon completion of services or shipment of goods. The mailing address for the invoice is noted on each purchase order.
There are three (3) conditions that need to be met before Fairfax County can make a payment:
1) the goods or services must be received and accepted by the
2) the vendor must submit a properly completed invoice, and
3) the vendor must file an IRS Form W-9 with the County
Prompt Pay Discounts
Should a vendor offer a "prompt payment discount" (i.e., the vendor will provide a percentage discount from the invoice amount if payment is made within a set time frame), time is computed from the date of acceptance of the goods or services, or, from the date the correct invoice is received in the office specified on the purchase order (or contract), whichever is later.
Fairfax County offers vendors the option of being paid via an Automatic Clearing House (ACH) process in lieu of a check payment delivered by the US Postal Service. The ACH process allows vendors to receive payments for their invoices directly into their bank accounts with an email notification of the details of the payment. To participate vendors must complete an ACH application.
Who to Contact…
Should you have questions concerning the status of a payment, the first step should be to contact the agency who received your goods or services. If you need further assistance, you may contact the Fairfax County Department of Finance/Accounts Payable at 703-324-2530, TTY 1 800-828-1140