Doing Business with the City

​Ve​ndor Manage​ment

Registering with the City of Charlotte

What this means for your business

  • Registered vendor information is visible to all departments fo​r contracting opportunities.

  • Supports accurate and timely payments.

Registration Forms​

  • ​​Complete the forms below and return via email, fax, or USPS as soon as possible.

​​Email​​: ssvendoradmin@charlottenc.gov

Fax: 704-632-8473

Address:       City Of Charlotte, c/o Vendor Administrator

M​​anagement & Financial Services | Finance - Procurement Management

6​00 E. 4th Street, 9th Floor

C​​harlotte, NC 28202-2850


Vendor Registratio​​​n F​orm (VRF): The vendor registration form provides the City with address, email, contact, and commodity code information.

W-9 form: The W-9 form provides the City your company tax identification number and tax filing status. W-9 forms can be found at http://www.irs.gov/pub/irs-pdf/fw9.pdf.


Additional Registration Information:

  • To avoid a delay in setting up your company as a vendor, complete all fields on the VRF and W9 and send them in together.

  • Selecting the Commodity Code # ensures that the correct codes are listed for your company. View Master List of Commodity Codes​ to find a list of the City of Charlotte NIPG codes. At least one commodity code is required.

  • If you are working with a City department, please copy your departmental contact on the email to ensure they receive your vendor # when we notify you.

Accounts Payable Information

  • Identify the correct Purchase Order Number and Department Name on every invoice

  • Submit a separate invoice for each Purchase Order issued by the City

  • Sending an invoice before goods are shipped may cause a delay in payment

  • Ensure each line item on an invoice matches a line item on the Purchase Order issued by the City. If possible, invoices should be in the same order, or should reference the PO Line #

  • All Invoices must be emailed to COCAP@charlottenc.gov

The City of Charlotte Values Inclusion

The Charlotte Business INClusion program is designed to promote diversity, inclusion, and local business opportunities in the City’s contracting and procurement process for businesses with a significant business presence ​in the Charlotte Combined Statistical Area. If you are interested in learning more about the program and how to participate as a Minority/Woman/Small Business Enterprise, please visit www.charlottebusinessinclusion.com.

Questions

Vendor Registration and W-9 Requirements
ssvendoradmin@charlottenc.gov  
704-432-4777 ph

Accounts Payable
Please contact the AP Customer Service Help Desk
apcustsvs@charlottenc.gov
704-336-5141 ph

Charlotte Business INClusion
www.charlottebusinessinclusion.com  
704-336-4137 ph
704-336-7944 fx
charlottebusinessinclusion@charlottenc.gov  ​


 

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