Accounts Payable FAQ
Find answers to common questions about Accounts Payable, including payment status, invoice submission and EFT setup.
What can I do to help the payment proceed more quickly? What information do I need to provide on my invoice to ensure it gets paid?
Indicate the following information on your invoice:
- Supplier name and remittance address
- Invoice number
- Invoice amount
- Purchase order number (if applicable)
- GST registration number (if applicable)
- Send the invoice to apinvoices@calgary.ca
- Submit individual invoices for payment. The City does not pay from supplier statements.
What is the status of my payment?
Follow up on invoices by calling 311, 24 hours per day, or 1-403-268-CITY (2489) outside of Calgary.
What are The City of Calgary's payment terms?
All City accounts shall be paid by the negotiated due date, after the proper invoice has been submitted and receipt of acceptable materials or services has been verified.
Standard payment terms are net 28 days based on the date The City receives the invoice in Accounts Payable (invoice received date).
Cheque payments are mailed directly to the payee. We strongly encourage payments by EFT. See below for further information.
How do I remit invoices to The City?
Invoices should be sent to apinvoices@calgary.ca, or to this address:
The City of Calgary, Accounts Payable
P.O. Box 2100, Station M, #8041
Calgary, AB T2P 2M5
I lost my cheque! What do I do to get it replaced?
If a cheque is lost or stolen, it should be reported to Accounts Payable by calling 311, 24 hours per day, or 1-403-268-CITY (2489) outside of Calgary. Accounts Payable will place a stop payment on the cheque in question and once confirmation is received that the cheque has not been cashed, a replacement cheque will be issued.
Where will my cheque be sent?
Cheques are mailed directly to the payee to the address stated on your invoice.
I received a cheque from Accounts Payable, but don't know what it's for. How do I find out?
Please contact Accounts Payable by calling 311, 24 hours per day, or 1-403-268-CITY (2489) outside of Calgary.
How do I receive my payment through Electronic Funds Transfer (EFT)?
If you meet the criteria outlined below you may be eligible to be set up for Electronic Funds Transfer payment. Please contact apvendors@calgary.ca to enquire if this method is right for you.
Criteria:
In order to be eligible to receive EFT payments, the supplier must meet the following criteria:
- The receiving bank must be a Canadian banking institution, and
- The funds to be remitted must be Canadian dollars.
If you would like to sign up for EFT payments or require changes to your banking information, contact apvendors@calgary.ca. Allow for 30 days processing time for all requests.
Please note the following:
- Any supplier with inactivity for more than 36 months will be inactivated in our system, and
- Payments in any non-Canadian funds are not eligible for EFT at this time.
What is Prompt Payment?
In 2020 and 2021, the Province passed Bill 37 and Bill 62 which updates the Builder’s Lien Act and introduces new payment requirements. The legislation came into effect on Aug. 29, 2022, with a new name, the Alberta Prompt Payment and Construction Lien Act (PPCLA).
This legislation introduces new requirements for the prompt payment of contractors, subcontractors, sub-subcontractors and engineering and architectural consultants, related to the supply of materials and services for land improvement projects, including the issuance and payment of invoices, the adjudication of disputes, as well as changes to timelines for registering liens.
For more information about Prompt Payment, visit Accounts Payable.
