The Accounts Payable Division is responsible for processing the payment of all vendor invoices paid by the City and all its affiliated entities. The City of Irwindale maintains a decentralized accounts payable and accounts receivables system. What this means is that all vendor invoices are: received by the responsible department(s), routed for formal approval, and once all proper approvals have been obtained, Accounts Payable verifies approved invoices, processes and prepares warrant check, and remits payment to vendor in a timely and efficient manner.
Outlined below are some frequently asked questions ("FAQs") with regard to the City's accounts payable process.
Where do I send my invoices to?
The City of Irwindale maintains a decentralized accounts payable system. Please send all invoices to:
City of Irwindale
Attn: "Department that engaged/ordered your product(s)/service(s)"
Irwindale, CA 91706
In addition, in our efforts to be more environmentally friendly and more efficient in the processing of invoices, we are encouraging all our vendors to submit their invoices electronically and email to department(s) that engage/ordered the product(s)/service(s). You may find each department contact information on their corresponding webpage listed on this site.
When are checks mailed to vendors?
Checks are mailed to vendors twice a month. For all approved vendor invoices, warrant checks must go on the City's warrant register at the upcoming City Council meeting for formal City Council approval. The City Council meets twice a month, every 2nd and 4th Wednesday of every month, and must approve all warrant checks. Once all warrant checks are approved by Council, we strive to mail all warrant checks the next day on Thursday.
Please refer to the following Accounts Payable Warrant Memo for the City's processing deadlines and to best estimate when warrant checks are mailed by.
Please note that all approval deadlines are best estimates, and we cannot guarantee any exact check payment date.
How long does it take to mail a check to a vendor for services rendered or items purchased by the City?
The City has a net 30 days payment policy upon "receipt" of invoice. In order to ensure timely receipt of payment, we encourage our vendors to send their invoices electronically to department(s) that engage the services. In addition, please refer to the Accounts Payable Warrant Memo for important processing dates.
What do I do if I'm a new vendor?
For all new vendors, we require all vendors the City conducts business with to complete and submit a W-9 Form to the City. Please complete Form W-9 and submit with your initial invoice to ensure timely processing of invoices.