Vendor Invoicing and Payments

There are four conditions that must be met before the City of Rockville can make a payment to a vendor:

1. An IRS Form W-9 must be filed with the city.
2. Budgeted appropriation.
3. The goods or services must be received and accepted by the city.
4. A properly completed invoice must be submitted. Invoices must contain the applicable purchase order number and the city department that received the goods or services. Although a specific contract may cite instructions as to submitting invoices, invoices should be submitted for each purchase order immediately upon completion of services or shipment of goods.

The City of Rockville encourages vendors to set up Automatic Clearing House (ACH) payments. The ACH process allows vendors to receive payments for invoices directly into their bank accounts securely and efficiently. Once a vendor is selected to provide goods or services, the city will send an ACH application to be completed. Vendors must complete the application again if their banking information changes.