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VENDORS
Prior to creating an obligation, prospective vendors must complete the appropriate pages of the County payee package and submit the forms to Belinda Stuart. These actions ensure procedures are being followed to issue purchase orders and payments in a timely manner. If you are unsure whether a prospective vendor has already submitted the appropriate forms, search for the vendor's name through the financial system.
When requesting a new vendor to be issued, please notify Belinda Stuart that you have an order to place with this vendor. Since the payee package is available on the Internet, vendors may submit the appropriate forms even though no County Department has requested that they do so. Thus, Belinda only creates a vendor ID when she receives confirmation that a County Department will be making a purchase from the vendor.
We encourage our major partners to improve our payment process by accepting future payments by ACH/EFT, rather than checks. This change will simplify internal processes and provide faster invoice payment. In addition, an email message with an attachment should be routed when the ACH/EFT payment is processed and uploaded to our bank. This email message will include information about the amount(s) being paid.
To receive future payments via ACH/EFT, a vendor should update their information via completion of below forms #2 and #3. File #1 includes some instructions. File #5 includes general conditions applicable to all payments made by the County. File #6 shares our EIN, if needed. And, when materials are purchased on our behalf, file #4 is an example form to complete to identify the sales taxes on those materials so that the County may include those sales taxes in our annual refund request to the State. File #7 is needed only when (1) the worker is operating under a social security number, not an employer identification number, (2) the worker is operating on County premises, AND (3) the worker is operating directly under County supervision OR when specifically requested by the County Manager or others in the Department of Administration. Completion of this last form would help determine if the worker should be classified as an employee instead of as an independent contractor.
The NC DOR (i.e. Department of Revenue) recommends that the County make sure that vendors are charging the correct amount of state and county sales tax on purchase invoices. Also, the DOR website maintains a Registry of Sales & Use Tax Numbers (Public Web) where the County may enter vendor specific information and verify whether the vendor maintains an active NC sales and use tax number.
More detailed information about these matters are available below:
CONTRACTS
As it relates to all service contracts, contract language should start with the County's contract package. Please see below the list of documents that make up the contract package that the County now uses for all service contracts. Service contracts would include any written agreement for services, including equipment maintenance, software support, professional services of any sort, etc.
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