Vendor Registration

IMPORTANT NOTICE - PLEASE READ BEFORE YOU REGISTER!

The City of Charlottesville has SAP software that includes on-line vendor registration and maintenance. It allows you, at no cost, to:

• Register as a vendor with the City of Charlottesville.
• Select commodity codes that describe the goods and/or services your company provides.
• Maintain your company's information if there are changes in your company such as;
  • Representatives
  • Contact information
  • Commodity codes
• Increases your opportunity to do business with the City of Charlottesville as the software provides City departments better access to vendor information.
• If you would like to register to become a Downtown Mall Vendor, please contact Neighborhood Development Services at (434) 970-3182.

Step 1:  REGISTRATION.  

Visit the Registration Page to begin your registration or to access your account.  

Make sure you read the step-by-step directions on the registration page carefully.  If you experience difficulty with the registration process or accessing the registration site and you have followed the instructions, please:

• Send an email to purchasing@charlottesville.org.  
• Describe the issue(s) and provide contract information so a representative may contact you. 

Click here for more information on How To Do Business with the City.

Step 2:  VENDOR ACCOUNTING (ELECTRONIC INVOICING & PAYMENT REQUIREMENTS).

Electronic Invoicing:  An email address; feedback/finance@charlottesville.org; has been established for the City's Accounts Payable Department to receive electronic invoicing.  A vendor may email the Accounts Payable Department with questions, invoices, statements, etc.  This email account will be monitored daily by the Accounts Payable Department.

Payment Requirements:  Vendors who do business with the City of Charlottesville are required to complete a Federal Form W-9, Request for Taxpayers Identification Number.  The City is required by the Internal Revenue Service (IRS) to collect this information to meet IRS filing regulations.  Vendors receiving $600 or more in payments in a calendar year will receive a Form 1099 Misc., Miscellaneous Income Form.  Vendors submitting invoices to the City must have a current Federal From W-9 on file with the Finance office.
Once you have completed and submitted your registration; you will be given the option to attach your company's W-9 form.

Step 3: REVIEW TERMS AND CONDITIONS FOR THE CITY.

• General Terms & Conditions for Purchase Orders
• Idling Reduction Policy 100-12

Step 4: REVIEW LICENSE & PERMIT REQUIREMENTS.

• Commissioner of Revenue website for Business Licenses
• "It shall be unlawful for any person to engage in any business, employment or profession within the city for which a license issuance fee or license tax is imposed by this chapter, without first obtaining a city business license and paying the required fee or tax." Charlottesville City Code Sec.14-3, (a).
• Neighborhood Development website for Permits
• Department of Professional & Occupational Regulations

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