Accounts Payable
Audits and pays City bills; maintains related supporting information; analyzes and reports payables data; responsible for vendor W-8, W-9, and 1099 records.
The supplier portal an online way to do business with the City of Virginia Beach. Suppliers are valuable partners in our quest to enhance resident services and streamline business operations.
Supplier Services InformationSupplier Information
Invoicing the City for Goods and Services
In an effort to minimize confusion and delays related to payment of goods and/or services provided to the City, suppliers are asked to adhere to the following guidelines when submitting invoices:
- Invoices should be sent to Accounts Payable for processing either:
- By utilizing the vendor’s Supplier Portal account
- Emailing the invoice to the AP Invoice Inbox at invoices@vbgov.com
- Suppliers are required to provide original invoices which include all of the following:
- Supplier name
- Remit to address
- Unique invoice number
- Invoice date
- Purchase order number- add (Pxxxxxx)
- Virginia suppliers are asked to eliminate any sales tax from their invoice prior to submission since The City of Virginia Beach is not required to pay sales tax to these suppliers pursuant to Virginia code.
- Suppliers are requested to provide consolidated invoices whenever possible in an effort to help minimize the volume of invoices processed
Receiving Payment from the City for Goods and Services
The following guidelines are applicable for all Suppliers requesting payment for goods and/or services from the City of Virginia Beach:
- In order to receive payment from the City, Suppliers must have a current W-9 form on file with Finance/Accounts Payable.
- It is the City's policy to pay in arrears for goods and/or services provided to the City.
- Standard payment terms of Net 30 are applied except where executed contracts or prompt pay discounts require otherwise.
- It is the City's policy to take advantage of all prompt pay discounts offered. The prompt payment period is computed from the latter of the date of acceptance of the goods and/or services, or, from the date the correct invoice is received in the office specified on the purchase order (or contract).
- The City offers the following methods of payment in order of preference:
- City Procurement Card (Visa)
- ACH/Direct Deposit Payments -The City of Virginia Beach has chosen the Paymode X® ACH service through Bank of America Merrill Lynch to manage ACH (automated clearinghouse) payments to suppliers. In time, all of our contracted suppliers and suppliers who are corporations or partnerships will be required to enroll in the Paymode-X ACH service.
Currently, active contracted vendors are not required to enroll though are strongly encouraged. Individuals doing business with the City who receive multiple payments annually will also be encouraged to enroll in Paymode-X. Visit www.paymode.com/vbgov for more details to enroll in Virginia Beach Paymode. - Suppliers who do not accept the City Procurement Card (Visa) or Paymode X® ACH service will continue to receive paper checks. Paper check payments will be subject to a less frequent basis, but still in compliance with the Prompt Payment Act.
If you have questions concerning the status of a payment, please contact the department that received your goods and/or services.
All payments for goods and/or services are subject to federal and state tax reporting regulations.
US Suppliers
All US persons and organizations engaged in trade or business and making payment to another person or organization in the course of such trade or business are required by IRS regulations to report payment of the following items via form 1099 to the IRS.
- Miscellaneous payments such as rent, commissions, non-employee compensation, services provided, royalties
- Interest and dividends
- Broker proceeds
- Real estate transactions
- Cancellation of debt
- Gambling winnings
In order to receive payment from the City, suppliers must have a current W-9 form on file with Finance/Accounts Payable. Reporting thresholds are based on the type of payment and include payments that total a minimum of $600.
Forms 1099MISC, 1099NEC, and 1099INT are issued annually by Finance/Accounts Payable. Per IRS regulations, they are sent via USPS to all recipients on or before Jan. 31. Questions regarding annual 1099 reporting can be directed to Finance/Accounts Payable via telephone (757) 385-4415 or email.
Foreign Suppliers
All US persons and organizations engaged in trade or business and making payment to a foreign person or organization in the course of such trade or business are required by IRS regulations to report payment of the following items via form 1042 to the IRS.
- Miscellaneous payments such as rent, commissions, non-employee compensation, services provided, royalties
- Interest and dividends
- Broker proceeds
- Real estate transactions
- Cancellation of debt
- Gambling winnings
In order to receive payment from the City, Suppliers must have a current W-8 series form on file with Finance/Accounts Payable.
- W-8 BEN – Foreign Individuals
- W-8 BEN-E – Foreign Entity
- W-8 ECI – Foreign Entity operating one or more locations in the US
- W-8 EXP – Foreign Entity claiming a reduced rate or exemption from withholding as one of the following:
- Foreign Government
- International Organization
- Foreign Bank
- Foreign Tax Exempt Organization
- Foreign Private Foundation
- Government of a US Possession
- W-8 IMY – Intermediary or Flow-Through Entity
There are no minimum reporting thresholds.
Forms 1042S are issued annually by Finance/Accounts Payable. Per IRS regulations, they are sent via USPS-certified mail to all recipients on or before March 15. Questions regarding annual 1042 reporting can be directed to Finance/Accounts Payable via telephone (757) 385-4415 or email.