Atlanta Public Schools (APS), Facilities Services Department, is committed to paying all invoices upon receipt within 30 days.
Invoice Payment Rules (Effective July 1, 2025)
- Invoices should be sent monthly for the work done in the prior month and are due by the 10th day after the last day of the month.
- Typically, invoices will be sent between the 1st and 10th day of the month, unless work is done prior to the last day of the month and can be sent on or after that the last day of work accomplished.
- While some submittals prior to the end of the month are allowed, it is preferred to be between the 1st through the 10th day of the following month.
- Invoices should not be sent prior to the last day of work performed.
- While we expect there may be some late invoices, here are the typical due dates and the cut-off dates for invoice submittals. 1st through June 30th, and the table below reflects this.
- If an invoice is submitted and rejected, the initial submittal needs to be submitted prior to the dates above. Second submittals after the dates above will be accepted, if the original submittal was before such dates.
- Unless agreed upon ahead of time in writing (email is acceptable), we will not accept more than one invoice per month, per purchase order.
- We will accept grouped invoices over multiple months but note that portions of work that are invoiced after the due date for the work performed will be rejected for late submittal.
| Month Work Performed |
Invoice Due |
Last day to Submit Invoice |
|
July
|
Aug 10th
|
Dec 31st
|
|
August
|
Sep 10th
|
Dec 31st
|
|
September
|
Oct 10th
|
Dec 31st
|
|
October
|
Nov 10th
|
Mar 31st
|
|
November
|
Dec 10th
|
Mar 31st
|
|
December
|
Jan 10th
|
Mar 31st
|
|
January
|
Feb 10th
|
Jun 30th
|
|
February
|
Mar 10th
|
Jun 30th
|
|
March
|
Apr 10th
|
Jun 30th
|
|
April
|
May 10th
|
Sep 30th
|
|
May
|
Jun 10th
|
Sep 30th
|
|
June
|
Jul 10th
|
Sep 30th
|
Effective November 1, 2023, to ensure we are able to meet this commitment, all vendors must follow the APS/Facilities Services invoice and purchase order guidelines. Specifically, as it relates to invoice submissions:
* All invoices must have a PO number listed before submission. If you do not have a PO number, you must contact the Requestor/Project Manager/Maintenance Operations Manager who initiated the service/supplies.
* All invoices must be submitted to BOTH emails below:
APInvoices@atlanta.k12.ga.us
FACinvoices@atlanta.k12.ga.us
* All invoices must be itemized to reflect cost by labor and materials.
*If your specific service has a required invoice template, then the invoice must be submitted using the applicable template, e.g., G702/G703 forms.
*All invoices must include an actual alpha/numeric invoice number.
*Unless there is a prior agreement stating otherwise, all services must be rendered in FULL before invoices are submitted for payment. A copy of the applicable agreement may be requested and required before the invoice is processed.
All invoices submitted to Facilities that do not follow the instructions listed above will be REJECTED and must be corrected and re-submitted accordingly. Once the invoice is REJECTED, the 30-day calendar stops and will not restart unless a newly corrected invoice is submitted. When the revised invoice is submitted, vendor must include “Revised” in the subject of the invoice email.
While we understand this will cause severe delay in payment, we are steadfast in our efforts to improve payment to our vendors and these items above will help drive the improved payment process.
In addition, vendors must make every effort to ensure all invoices are submitted for payment by the 10th of the following month.
We appreciate the services that you provide to Atlanta Public Schools. If you have any questions or require additional information, please feel free use the Let’s Talk feature on this page.
