Vendor Invoices

In order to receive payment for goods or services furnished to the City of Tucson, the vendor is required to submit one original and one copy of an invoice to:
Business Services Department, Accounts Payable
P.O. Box 27450, Tucson, AZ 85726

Invoices should not be sent to the using department.
Submitting the invoice anywhere other than to Accounts Payable may delay payment.

Invoices must show:

1. City purchase order number
2. Complete descriptions of the goods or services furnished
3. Quantity
4. Unit prices and extensions
5. All applicable taxes
6. The discount terms
7. Name of department/division to which shipment was made.

In addition, the invoice should include the vendor’s invoice number.

After a purchase order has been awarded to a vendor, four steps remain before a transaction is completed.

These are:

1. Delivery and acceptance of goods or services to the using agency
2. Report verifying receipt of goods or services by using agency
3. Invoicing by the vendor
4. Payment by the City

The City’s preferred method of payment is via credit card.

The City will issue a Purchase Order and, in some cases, either provide a credit card for payment at the time of ordering or pay subsequent invoices by credit card upon receipt of goods or services in good order.

However, not all City employees will possess a credit card and, therefore, the City reserves the right to make payment by check as it deems necessary.

Unless payment is made by credit card at time of order or point of sale, a separate invoice shall be issued for each shipment of material or service performed, and no payment shall be issued prior to receipt of material or service and correct invoice.

The City shall make every effort to process payment for the purchase of materials or services within twenty-one (21) calendar days after receipt of materials or services and a correct invoice.

The Contractor's payment terms shall apply to all purchases and to all payment methods.

Vendors must ensure that payment terms are specifically stated in their bid. I

n a competitive market, the offering of a discount for prompt payment is often a decisive factor as to whether a particular vendor is the low bidder.

Cash discounts are deducted from the base bid in determining the low bidder, when such discounts are allowable for payments made in excess of 21 days.

The City interprets a percentage discount for payment "within 21 days" to mean that a discount will be allowed if the materials are accepted and paid within 21 days after receipt of both the product and the vendor’s invoice.

When the terms are not specifically stated, the City shall assume a 2%-21 days payment discount.