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Accounts Payable FAQ

     
  1. What can I do to help the payment proceed more quickly? What information do I need to provide on my invoice to ensure it gets paid?
  2. Why hasn't my invoice been paid?
  3. What are the City of Calgary's payment terms?
  4. What is the status of my payment?
  5. I lost my cheque! How do I get it replaced?
  6. Where will my cheque be sent?
  7. I received a cheque from Corporate Accounts Payable, but don't know what it's for. How do I find out?
  8. How do I receive my payment through Electronic Funds Transfer?

1.  What can I do to help the payment proceed more quickly? What information do I need to provide on my invoice to ensure it gets paid?

Indicate the following information on your invoice: 

  • Vendor name and remittance address 
  • Invoice number
  • Invoice amount
  • Purchase order number (if applicable)
  • GST registration number (if applicable)
  • Send the invoice to the correct City address as indicated on the Purchase Order 
  • Submit individual invoices for payment. The City does not pay from vendor statements. Please send copies of all past due invoices with statements.

2.  Why hasn't my invoice been paid?

The most common reason that an invoice has not been paid is because Corporate Accounts Payable has not received the invoice. Invoices should be sent to this address:
The City of Calgary, Corporate Accounts Payable
P.O. Box 2100, Station M, #8041
Calgary, AB  T2P 2M5

Or outstanding invoices may be faxed to 403-268-2308.

3.  What are The City of Calgary's payment terms?

All City accounts shall be paid by the negotiated due date, after the proper invoice has been submitted and receipt of acceptable materials or services has been verified.

Cheques are issued weekly, with payments mailed directly to the payee.

4.  What is the status of my payment?

Please contact Corporate Accounts Payable

5.  I lost my cheque! What do I do to get it replaced?

If a cheque is lost or stolen, it should be reported to the Corporate Accounts Payable 403-268-2750.  Corporate Accounts Payable will place a stop payment on the cheque in question and once confirmation is received that the cheque has not been cashed, a replacement cheque will be issued

6.  Where will my cheque be sent?

Cheques are mailed directly to the payee to the address stated on your invoice.

7. I received a cheque from Corporate Accounts Payable, but don't know what it's for. How do I find out?

Please contact Corporate Accounts Payable.

8. How do I receive my payment through Electronic Funds Transfer?

If you meet the criteria outlined below you may be eligible to be set up for Electronic Funds Transfer payment. Please contact Corporate Accounts Payable to enquire if this method is right for you.

Criteria:

  1. In order to be eligible a vendor must have a purchase order outstanding with The City of Calgary OR have had more than 5 payments made to them by The City of Calgary in the prior 12 months.
  2. The vendor must supply a single email address to receive payment advices.

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More accounts payable information

Accounts payable policies

Bid and vendor information

Corporate Accounts Payable

Purchase orders