home > departments > finance > accounts payable
ACCOUNTS PAYABLE
Non-discrimination Policy
The Accounts Payable department is responsible for the payment of all Town of Wilkesboro obligations and debts. The Town's fiscal year is July 1 through June 30. As the payer of the Town's obligations, it is our goal to make payments to vendors in a timely and efficient manner.
*No work shall be started until all steps are completed and forms turned into the Finance Dept.*
Accounts Payable Forms:
-
Accounts Payable Vendor Forms Packet - required
-
W-9 Form - required
Who to contact:
Invoices, Statements,
|
Vendor forms,
|
Certificates of
|
|
Kinsley Walker
tel: 336-838-3951 ext.1014,
fax: 336-838-7616 |
Alicia Wyatt
awyatt@wilkesboronc.org tel: 336-838-3951 ext. 1000,
fax: 336-838-7616 |
|
| Mail to: Town of Wilkesboro, Attn: ________, P.O. Box 1056, Wilkesboro, NC 28697 | ||
Sales Tax for Real Property Improvements:
Real property contracts and forms - It is the liability of a real property contractor, a retailer-contractor, a subcontractor, a lessee, or an owner who did not purchase the item is satisfied by receipt of the NC Sales Tax Affidavit (below) from the purchaser. More information about the subject can be found by visiting NC DOR SUTB 72 and NC DOR SUTB 74. Real property is mentioned throughout the entire document.
-
E-589CI Affidavit of Capital Improvement - for real property improvements. The affidavit is to be completed by the real property contractor, NC DOR SUTB 72. The receipt of this E-589CI affidavit of capital improvement for services to real property establishes that the subcontractor or other person receiving the affidavit should treat the transaction as a real property contract for N.C. sales and use tax purposes. A real property contract is a contract between a real property contractor and another person to perform a capital improvement to real property. Instructions are attached for which party needs to sign the form. Form E-589CI is not an affidavit certifying the tax has been paid on items that become a part of real property in this State.
-
NC Sales Tax Affidavit - REQUIRED for real property improvements. This form is the form/affidavit certifying the N.C. sales tax has been paid on items that become a part of real property in this State, NC DOR SUTB 3-3D and NC DOR SUTB 72-8 (starts on last paragraph). Form E-589CI is not an affidavit certifying the tax has been paid on items that become a part of real property in this State. A separate affidavit and invoices must be received from the purchaser of the item certifying that the tax has been paid on Real Property.
Town's Terms & Conditions
-
The invoice submission deadline is every Friday at 5:00 pm for the following week's check processing.
-
The Town of Wilkesboro pays NC sales and use tax. Our town is located in Wilkes County and our NC sales tax rate is 7%.
-
All invoices should be invoiced to the “Town of Wilkesboro, Attn: Accounts Payable, PO Box 1056, Wilkesboro, NC 28697.” Please do not send original invoices with deliveries.
-
We accept invoices via mail, fax, or email. If sending an invoice by email, remit to Mia Brown by email, mail (address above), Fax 336-838-7616.
-
We request that your company to establish a SINGLE account for the Town as a whole, i.e., no individual accounts by town department or division. The department information should be in the SHIP TO section. If no Ship to section on invoice(s), indicate which department or employee’s name in the body or notes of the invoice.
-
All invoices should contain company name, address, telephone and fax numbers, and all items itemized. If the items are not stated by type (i.e., materials, labor, freight, surcharges, taxes, etc.), the invoice will not be processed for payment until separarted. Your company will be responsible for contacting us regarding payment.
-
If a contracted price is agreed upon, please attached a copy of the contract to the invoice.
-
We will gladly accept handwritten invoices if all invoices are legibly written and contain a company heading. If invoices are not legible, we will ask your company to provide a legibly written copy before the payment can be processed.
-
The Town of Wilkesboro uses a Purchase Orders numbers (PO #) for ALL invoices. Please make sure the PO # is printed clearly on all invoices, packing lists, packages, statements, shipping notices and any other written correspondence. We are not responsible for any goods delivered without a PO #. If an invoice is received without a PO #, your invoice will not be processed until a PO # is obtained by the seller. The seller shall contact the employee placing the order or Department Head for a PO # before mailing invoice.
-
Each invoice shall use one PO # only. Invoices will be returned for revising if they contain more than one PO #. Each PO can be for more than one Invoice.
-
Partial deliveries/backorders must be indicated on the invoice. Once a PO # is closed, it cannot be re-opened and will delay payment.
-
The Town of Wilkesboro requests that all deliveries be shipped FOB Destination/Prepaid, and freight added to the invoice. Please do not invoice freight separately from goods or services.
-
The Town of Wilkesboro’s payment terms are NET 30 DAYS from the date of invoice. Payment for goods or services cannot be made from statements or packing lists.
-
E-Verify Requirements - As a condition for payment under this purchase order, Vendor shall: (i) comply with NC GS 64-25 and (ii) cause each subcontractor hereunder to comply with such requirements. Vendor will indemnify and holf the Town harmless from all losses, damages, fees, costs, expenses, fines, and other liabilities resulting from any failure by Vendor or any subcontractor to comply with the NC E-Verify Requirements.
-
Iran Divestment Act - Contractor hereby certifies that Contractor, and all subcontractors, are not on the Iran Final Divestment List (“List”) created by the NC Department of State Treasurer pursuant to NC GS 147-86.55-69. Contractor shall not utilize any subcontractor that is identified on the list.
-
Divestment from Companies Boycotting Israel - State and local Governments are now prohibited from contracting with companies that are boycotting Israel. NC GS 147-86.80-84 went into effect when it was passed by the General Assembly and signed by the Governor and the list is maintained by on the NC Department of State Treasurer. list.
-
Debarred Vendors - local and state funds https://evp.nc.gov, click Browse Vendors button, then in the Vendor Status drop down box choose debarred, and Click Search button. All purchases or services using federal funds must be approved by the Finance Director on https://sam.gov and https://evp.nc.gov prior to fulfillment to ensure Uniform Guidance requirements are being followed correctly.
-
Title VI of the Civil Rights Act of 1964 - "No person in the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance." Federal website. Town policy.
-
Federal Monies, Grants or FEMA Related Purchases – All purchases or services that are the result of a declared disaster or state/federal money must be approved by the Finance Director and Town Manager prior to fulfillment to ensure Uniform Guidance requirements are being followed correctly.
-
Please note that the Town Manager has final approval on all contracts. Any contracts over $5,000, the Town Manager approval is needed by Town Council, and this takes place during their monthly Town Council meetings.