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 and allows you to select commodity codes that describe the goods and/or services your company provides. It also allows you to maintain your company's information. If there are changes in your company; such as representatives, addresses, telephone number, fax number, website address, email addresses, or commodity codes, you will be able to update the information yourself! The software features additional capabilities and it provides City department’s better access to vendor information. This increases your opportunity to do business with the City of Charlottesville. Again, there is no fee to register!

Step 1:  REGISTRATION.  Click here 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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