Invoice Prepartion Tips:

1. Include the current 9-character purchase order number (will start with 2010-000__).   It is IMPERATIVE that you include the last 4 digits of the PO number.  If the PO field of your invoice software can not accommodate 13 digits, simply "ignore" the zeros after the dash, and include the last 4 digits.  Ex:  If the PO# 2010-00001555 -- input 2010-1555 as the PO number) 

2. Be aware that Blanket Purchase Orders are issued for one-year periods (usually July 1 through June 30).  Each July a new BPO will be issued and mailed to you.  Please use the new BPO number.

3. PSC must have a completed W-9 form (see below) on file in order to make payment.

4. 1 Invoice = 1 Purchase Order.  Use a separate invoice for each purchase order.

5. Include the original invoice and one copy

6. Provide a sufficient, clear description to identify the goods or services.  The item description should "mirror" the description on the PO.

7. Include your FEIN (Federal Employer Identification Number).

8. Include your current address, contact person, phone number & extension, fax number, and EMail address.

9. Include the College department or staff member name who ordered the goods or services, if possible.  This information can be found on the PO.

10. Do not include Florida State sales tax.  Our Tax Exemption Number is 85-8012557313C-6.  The certificate expires on April 30, 2015.

Accounts Payable

Polk State College

999 Avenue H, NE

Winter Haven, FL  33881-4299

 

If you have any questions regarding your invoices, call:

 

Lynda Ford, Accounts Payable

863-297-1088

 

or EMail:

accountspayable@polk.edu