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Clerk & Comptroller to the Pinellas County
Board of County Commissoners

Finance Accounts Payable

 

Service Areas

Want to be a Pinellas County Vendor?

Vendor Onboarding

The Clerk of the Circuit Court and Comptroller (Clerk) Finance Department is responsible for auditing and processing all invoices and payments for the Board of County Commissioners (Board) and the Clerk of the Circuit Court and Comptroller (Clerk). 

The Finance department is responsible for establishing new vendors and maintaining existing vendor files as part of this responsibility.

During onboarding, all new vendors receive a welcome packet outlining the important details they need to know to receive payment from Pinellas County.  This packet is intended as the primary reference document to familiarize vendors with invoicing, payment processes, procedures, and policies.  

All vendors are required to register by completing the following form included in the welcome packet: 

  • Payee Onboarding Form
  • Authorized Contacts Form

These official onboarding documents are used to:

  • Set up an official vendor record
  • Manage changes to established payee records
  • Establish authorized contacts who can:
    • Make requests and perform authorizations on behalf of the vendor,
    • Make initial payment method selections and changes,
    • Receive purchasing communication; and,
    • Serve as the point of contact for various business responsibilities.
  • Determine 1099 treatment for payments made to you by Pinellas County Government; and,
  • Determine whether payment(s) are subject to Federal Withholding to collect W-9 tax reporting information.
All vendor record changes must be submitted by an authorized contact on a new Payee Onboarding Form and sent to Vendor Management:
 
 
Contact Vendor Management with questions: 727-464-3565

Invoice Processing

The Pinellas County Clerk of the Circuit Court and Comptroller (Clerk) has centralized invoice entry and payment processing within the Clerk of the Circuit Court's Finance Division, Accounts Payable Department for all construction and non-construction invoices.

For non-construction invoices, all vendors providing goods and services to Pinellas County are required to submit a proper invoice as authorized by F.S. 218.70-218.80 - Local Government Prompt Payment Act.  

All non-construction invoices must have the following criteria to be considered a proper invoice:

Ship to address and recipient:
  • Board of County Commissioners (Board), or
  • Clerk of the Circuit Court and Comptroller (Clerk); and
Reference the originating department that placed the order.
 
Vendor's Information:
  • Legal Name
  • Remit to name and address
  • Contact details, including email and phone number
Invoice numbering and naming:
  • Unique invoice number 
  • Duplicate invoice numbers will not be accepted
  • "Invoice" on the face of the document
  • Statements, quotations, and estimates will not be accepted
Purchase Order information:
  • Valid purchase order number
  • All costs of goods and services ordered
  • The total invoice must not exceed the amount authorized on the purchase order
  • Exceptions are defined in the Expenditure Authorization and Encumbrance Policy
Dates:
  • Invoice date
  • Service/delivery date (if applicable)
  • Due date per Agreement (default is 45 days after acceptance of valid invoice)
Descriptions:
  • Detailed descriptions of good or services provided
  • Item descriptions
  • Itemized costs
  • Quantities
  • Unit prices
  • Total amounts
  • Specify any applicable discounts or credits when available
No Sales or Use Tax:
  • Exclude any sales or use taxes as prescribed under State Law
  • The County shall furnish a valid Consumer's Certificate of Exemption Form DR-14
Supporting Documentation:
  • Provide a valid obligation to pay
  • Delivery receipts, timesheets, work orders, etc.

Goods or services must be delivered or rendered before receipt of invoice unless they meet an exception outline in F.S. 215.422(15) - Advance Payments or F.S. 216.181(16) - General Appropriations Advances related to advance payments.  

Improper invoices will not be accepted and will be returned to the vendor for corrections.

Submission of Invoices

Please submit your invoices DIRECTLY to the Accounts Payable Department for expedited processing:
 
E-mail: 
Invoices must be attached as a PDF, word processing document, or graphic image.  Electronic external link that redirects to download an invoice copy are unauthorized and will not be accepted. 
 
For questions, please contact Finance Accounts Payable at 727-464-8389
 

Payment Requests

The Pinellas County Clerk of the Circuit Court and Comptroller (Clerk) has centralized invoice entry and payment processing within the Clerk of the Circuit Court's Finance Division, Accounts Payable Department for all construction and non-construction invoices.

For construction payment requests, all contractors who provide construction services to Pinellas County are required to submit a proper payment request as authorized by F.S. 218.70-218.80 - Local Government Prompt Payment Act.  

All construction payment requests must have the following criteria to be considered a proper payment request:

Review

The Contractor must submit a draft Pay Application and required documentation to the Pinellas County Project Manager for review.  The Project Manager reviews the draft and may request changes.  Approved draft Pay Applications are signed by the Project Manager and returned to the Contractor.  

The Contractor is responsible for submitting the final Pay Application to the County.

All Pay Applications must be e-mailed to: 

Clerk of the Circuit Court and Comptroller 
Attn: Finance Division, Accounts Payable

Submission

The following are required forms for Pay Application submittals:

  • Application and Certification for Payment
  • Schedule of Values
Documentation must be submitted as a PDF.  External link redirects to download a copy of a Pay Application are unauthorized and will not be accepted.
 
All signatures must be original or certified.
 
To be considered a proper Pay Application, the following criteria must be included:
 
To (Owner)
  • Board of County Commissioners (Board)
Project Information:
  • Contract Agreement Number
  • Project ID (PID)
Contractor Information:
  • Legal name
  • Remit to name and address
  • Contact details, including email and phone number
Pay Application Number numbering and naming:
  • Application number must be sequential
  • Duplicate pay applications will not be accepted
  • "Application and Certification for Payment" must be on the face of the document
Purchase Order information:
  • Valid purchase order number
  • All goods and services billed must be completed
  • Pay Applications must not exceed the amount of the current authorized purchase order
Dates:
  • Period From/Period To (service period)
  • Contractor signature date
  • Project Manager signature date
Contract Spending Request Financial Summary:
  • Original Contract SUM
  • New change by change order
  • Contract SUM to date
  • Total Completed and Stored to Date
  • Retainage
  • Total earned less Retainage
  • Less Previous Certificates for Payment
  • Current Payment Due
  • Balance to Finish, plus retainage
Signatures:
  • Contractor Signature
  • Project Manager Signature
  • Pay Applications will not be accepted without proper signature
Required Supporting Documentation:
  • Accepted Schedule of Values
  • Projects including stored materials and alternative work authorizations will be accepted on the following forms:
    • Stored Materials
    • Alternative Work Authorization

At the end of the project, the Contractor is responsible for submitting a General Release Affidavit.

For questions, please contact Finance Accounts Payable at 727-464-8389

Payment Processing

The Clerk's payment terms are Net 45 per F.S. 218.70-218.80 - Local Prompt Payment Act.    
 
Payments are typically processed twice a week according to the verified payment method on file in accordance with the Florida State Statute.  Payment status can be reviewed once you have completed vendor portal enrollment.
 
Electronic payment methods are available and can be requested through the Payee Onboarding Form.  All electronic payment requests will be subject to a verification process. 
 
For questions, please contact Finance Accounts Payable at 727-464-8389

 

About

As a registered vendor, you will have access to the Oracle iSupplier Portal to view your transactions. The iSupplier Portal is an internet self-service tool, which allows vendors to view the status of submitted proper invoices, purchase orders, agreements, and payment information.
 
Benefits include:
  • Suppliers can view invoices and payments; both current and historic
  • Suppliers have immediate access to their information in a central location
  • Access is available 24 x 7 (through the self-service internet portal)
  • Reduces paperwork, emails, and phone calls
  • Suppliers have the ability to update company information (i.e., mailing address, company contacts)

Enrollment

All new vendors will be automatically enrolled during the vendor onboarding process.
 
Designated authorized contacts will receive enrollment instructions during onboarding.  The enrollment instructions will include the following:
  • E-mail to setup multi-factor authentication login through OKTA
  • E-mail providing:
    • Vendor username and password information
    • Link to the iSupplier Portal website; and,
    • How To Resources
Please reach out to vendor management for assistance: 727-464-3565