Accounts Payable

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 initially gets routed to responsible departments/divisions, send on for formal approval, and once all proper approvals have been obtained, it will be sent to Accounts Payable for verification and process.  Warrant register is then prepared to be taken to the following City Council meeting for approval before checks are mailed to vendors for payment.  

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 your service(s) or ordered your company's product(s)"

Irwindale, CA 91706

In our efforts to be more environmentally friendly and efficient in processing payments, we encourage our vendors to submit their invoices electronically to respective departments/divisions and also including Accounts Payable in their email distribution list. You may find each department's contact information on their corresponding webpage listed on the City's website.

When are checks mailed to vendors?

Checks are mailed to vendors twice a month after City Council's approval of the warrant register.  The City Council meets twice a month, every 2nd and 4th Wednesday of every month, and upon their approval Accounts Payable Division strives to mail all warrant checks the following day on Thursdays. 

Please refer to the following Accounts Payable Warrant Memo for the City's processing deadlines and the best estimate of when warrant checks will be mailed.

Please note that all approval deadlines listed in the Memo are subject to change as well as the City Council meeting dates.   Accounts Payable Division will aim to deliver its service level best to meet the deadlines and mail the warrant checks on Thursdays to the extent possible. 

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-day 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.