Payment Overview  Supplier Number  Purchase Order Terms and Conditions  Pricing  Conflict Resolution  Invoicing  Invoice Inquiry  Customer Service

Supplier Payment Guide

Payment Overview
The following steps are designed to facilitate the timely and efficient payment of your invoices by the CPS Accounts Payable department.

1. Obtain a supplier number.
2. Have a principal or administrator prepare a Purchase Order (PO).
3. Fulfill the service/order.
4. Submit an original invoice directly to the Bureau of Account Payable.
5. For certain contractors, submit a time sheet to the school or originating unit.
6. Verify proof of deliveries (POD) with the school or originating unit.

Back to Top

Supplier Number
Supplier numbers are available through the Department of Procurement and Contracts. To obtain a supplier number you must complete this Supplier's Application Form. You can either complete the online fillable PDF application  then print and mail the application or you may request an application through the mail by calling the Department of Procurement and Contracts at 773.553.2280.

Once the supplier application has been completed and signed, send it to:

A response will be sent to you within 30 working days.

When you receive the supplier number, use it on all correspondence with the Chicago Public Schools. Payments will be made on one supplier number. In cases where there might be multiple supplier numbers in force, the supplier will be notified of the exact number to be used.

Back to Top

Purchase Order Terms and Conditions
Prior to starting work, be certain to have a valid hard copy of the purchase order. A purchase order is valid only when all the following conditions are met:

1. A purchase order number appears in the upper right hand corner of the form.
2. A supplier number is clearly identified. Shipping/freight charges are included as a line item on the purchase order. Shipping/freight charges not included on the purchase order will not be paid.

Discrepancies on purchase orders should be resolved with the originating school or department. Describe the discrepancy, the reason for the discrepancy, and possible alternatives.

No alteration of the statement of work or substitutes of any kind may be made without prior written authorization of the school or originating unit. When you cannot provide the services exactly as specified, please notify the school or unit. Substitutions are not allowed. Chicago Public Schools is not responsible for articles delivered and/or services performed without a valid purchase order.

Back to Top

Pricing
Under no circumstances is the amount of the purchase order to be exceeded. If the dollar amount shown on the purchase order is not sufficient to cover the merchandise or services and freight charges, the purchase order must be returned to the originating school or department for correction prior to shipping. Invoice amounts in excess of the approved PO will not be paid.

When there are discrepancies between the bid price and the order price, the bid price is the legally binding price.

The Chicago Public Schools is exempt from the payment of sales taxes. Our State of Illinois State Tax Exemption Identification Number is E9997-7109-05.

Back to Top

Conflict Resolution
We try to be fair to our suppliers. When an Accounts Payable representative cannot resolve your problem, please contact the Accounts Payable supervisor.

Back to Top

Invoicing
Mail THE ORIGINAL invoice to:

A copy of the detailed invoice should be mailed to the ship-to address, or originating unit.

All invoices must contain the purchase order number, invoice number, supplier number, unit of measure, price and date. Invoices lacking this information will be returned.

If you do not have a purchase order number, please contact the school or department that requested your merchandise or services.

Please do not use highlighting markers on your invoices, as they do not allow for proper image scanning of invoices. Use cotton (bond) paper rather than onionskin or thin paper. Use of your letterhead stationery is acceptable.

To avoid payment delays, please send your invoices as they are incurred.

Payment terms are net 30 days unless specific discounts apply pursuant to the supplier master file.

Back to Top

Invoice Inquiry
If you have any questions regarding a specific invoice, you can send us e-mail and we will respond within 5 business days.

Back to Top

Customer Service
CPS Accounts Payable staff is available to handle your questions Monday through Friday from 8 a.m. - 5 p.m. except on holidays. Please direct your call to any Accounts Payable representative at 773.553.2760. Telephone inquiries are limited to three purchase orders. When you have more than three inquiries, please write to the address noted below. A response will be mailed within 14 business days from the date of receipt.

INQUIRIES:

For more information about the Chicago Public Schools, visit the official Web site at http://www.cps.edu, or our School Financial Services Web site at http://www.csc.cps.k12.il.us/finance/.

Back to Top