Payment Options and Invoicing

Payment Options

Purchasing Card (P-Card):  The City of Coconut Creek has implemented a Visa Purchasing Card Program through SunTrust Bank.  Vendors will receive payment from the P-Card in the same manner as other Visa purchases.  The City encourages vendors to take the necessary steps to implement the ability to accept the Visa credit card.

Vendors accepting payment by the P-Card may not require the City (Cardholder) to pay a separate or additional convenience fee, surcharge or any part of any contemporaneous finance charge in connection with a transaction.  Such charges are allowable, however must be included in the total cost of the bid.  Vendors are not to add notations such as "+3% service fee” in their bid response.  All bid responses shall be inclusive of any and all fees associated with the acceptance of the P-Card.

Vendors agreeing to accept payment by P-Card must presently have the capability to accept Visa or take whatever steps necessary to implement the ability before the start of the agreement term.

EFT (Electronic Funds Transfer):  The City of Coconut Creek’s Electronic Funds Transfer (EFT) option allows the City to process payments to vendors electronically, directly to their financial institution of choice.  With EFT payments, funds are deposited to vendor’s bank account and are available the date the bank receives them. There will be no more waiting to receive payments in the mail, and no trips to the bank to make deposits. EFT payments also reduced the risk of misrouting, theft, and forgery. Additionally, an automated e-mail of the remittance advice will be sent to the e-mail specified by the vendor.


In order to receive payment for goods or services furnished, the vendor must submit an original invoice. Invoices must show the properly authorized purchase order number; complete descriptions of the goods or services furnished; quantity delivered; unit prices and extensions; and prompt payment discount terms, if any. Upon delivery, the City using department will inspect and accept the goods or services and approve the invoice as an acknowledgement of receipt for payment. To expedite the payment process, all invoices shall be submitted to the City’s ordering department. Confirm with the department if there is a specific Email address to send the invoices.

The City will pay either by Purchasing Card (credit card) or Purchase Order/Invoice. The City will not pay any convenience fees for Purchasing Card transactions. If it is your policy to charge transaction fees, you must request a PO before an order is placed.

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