FAQ - Accounts Payable

• We have not received our payment.  When can we expect the payment to be issued?
• What if a check was sent out to a vendor but was never received and has not been cashed?
• We are a new vendor and need to complete a W-9 or how do we update our supplier records?
• What do we need to do if there is a price increase on a purchase order that has already been encumbered?
• We received a payment but it was short paid.  
• Do we need to get approval if freight is added after the purchase order is created?
• We received a check but do not know what invoice to apply the check to.
• We received a check/ach in error that does not belong to our company.  What should we do?
• How do we cancel a discontinued item on the purchase order?
• Please refer to the FMS FAQ section for all other inquires.
• Please refer to the Accounts Payable Guide in Chapter 4 for all other accounts payable functions.

Supplier related questions:

• We have not received our payment. When can we expect the payment to be issued?

Please send an email inquiry to [email protected] and provide the PO number and invoice number.  We will respond to your question within 24- 48 business hours.  Payment can also be expected within 30 business days of the invoice date.

• What if a check was sent out to a vendor but was never received and has not been cashed?

Please send an email inquiry to [email protected].  In order for a check to be reissued, MCPS will need a notarized indemnity bond from the supplier.  Once MCPS receives this document, a replacement check will be reissued.

• We are a new vendor and need to complete a W-9 or how do we update our supplier records?
• What do we need to do if there is a price increase on a purchase order that has already been encumbered?

Please contact the procurement division at [email protected].

• We received a payment but it was short paid.

MCPS can only pay the price that was agreed upon from the purchase order.

• Do we need to get approval if freight is added after the purchase order is created?

No, MCPS will pay the freight charges associated with the shipping if it is not listed on the PO within the tolerance level.  Additional approval is strongly recommended.  It is best to verify with the supplier, as some supplier require S/H cost to be listed on the PO prior to shipment of goods.

• We received a check but do not know what invoice to apply the check to.

Please send an inquiry to [email protected].  A response will be generated within 24-48 hours.

• We received a check/ach in error that does not belong to our company.  What should we do?

Please email [email protected] or phone 301 279-3115 for further direction.

Checks can also be directly returned to:

Montgomery County Public Schools
Department of Controller
Attn: Accounts Payable 
45 West Gude Drive, Suite 3200
Rockville, MD 20850

• How do we cancel a discontinued item on the purchase order?

Please send an email request to [email protected] with the PO number, line items to be cancelled, and the reason.

Financial Staff and employee related:

• Please refer to the FMS FAQ section for all other inquires.
• Please refer to the Accounts Payable Guide in Chapter 4 for all other accounts payable functions.