Business and Finance Division
Accounting & Business Services Department
Accounts Payable ensures payments are processed in compliance with Federal, State, and Agency rules and regulations. It is our intent to process payments within the 30-day timeframe established by the Legislature.
TDCJ Substitute W-9 Form
TDCJ Substitute W-9 Instruction Sheet
- Audits and vouchers payments against contracts or purchase orders to ensure compliance with agency and legislative rules, regulations and statutes
- Monitors and reconciles contract expenditures, encumbrances, budgetary coding and terms to ensure compliance
- Processes and vouchers payments on specific accounts for TDCJ to include; utilities, telephones, pagers, freight, fuel, litigation, employee reimbursements, and postage
- Schedules payments to ensure timely receipt of warrants or direct deposit to vendors
- Verifies and processes the agency procurement card payments
Payment Services Team Leader: (936) 437-6218
Fax: (936) 437-6290
The Invoice Services Team:
- Researches and reconciles vendors’ accounts and provides payment status; issues tax exemption certificates and vendor information letters to vendors
- Sorts, classifies, organizes and files financial payment records
- Audits and enters invoices into the automated payment system
- Monitors and tracks time discounted invoices and ensures prompt processing
- Mails out warrants and verifies direct deposit transmittals to vendors
- Maintains vendor identification files in coordination with the Comptroller of Public Accounts
- Researches payment discrepancies between vendors and TDCJ departments
- Monitors, audits, and reconciles timely receipt of receiving reports in the automated payment system
- Researches, audits and applies credit memos from vendors
- Researches and processes the cancellation of lost warrants and vouchers related to Audit Voucher
Vendor Payment Status is determined by the first initial of the vendor/provider name.
||Vendor Payment Status (A-B)
||Vendor Payment Status (C-D)
||Vendor Payment Status (E-F)
||Vendor Payment Status (G-J)
||Vendor Payment Status (K-M)
||Vendor Payment Status (N-P)
||Vendor Payment Status (Q-R)
||Vendor Payment Status (S)
||Vendor Payment Status (T-Z)
||Food Service Payment Status
||Vendor Address File Maintenance
||(936) 437-6212 (Vendors A-F)
(936) 437-8476 (Vendors G-L)
(936) 437-6350 (Vendors M-R)
(936) 437-6216 (Vendors S-Z)
||Invoice Services Team Leader: (936) 437-6216
||Fax: (936) 437-6290
Accounts Payable Managers
Accounts Payable Manager
Phone: (936) 437-8606
Phone: (936) 437-6085
Most Common Vendor-Related Questions
1. When can we expect payment and how is the due date calculated?
ANSWER: Payment of invoices is scheduled according to the Texas Prompt Payment Law. The law states that payment for goods and services is due 30 days after receipt of the goods and/or service or receipt of a valid invoice, whichever is later. The Comptroller’s office issues either a warrant or an electronic funds transfer (EFT/direct deposit), on the scheduled payment due date.
2. Is it possible to receive payment before the payment due date?
ANSWER: The only exceptions for early payment of an invoice are: (1) the vendor offers a discount for early payment that is cost effective to the agency and state; (2) an exception allowed by the Comptroller of Public Accounts; or (3) the vendor may submit a letter that details the business case reason and/or need for early payment. The business case should be specific and directed to the Manager of the Accounts Payable department for approval on the vendor’s letterhead. Approval is granted on a case by case basis and will normally be granted only once per year to a vendor.
3. Who do I contact for payment status?
ANSWER: The Accounts Payable department has accountants that can assist with payment status questions. Payment status is provided for invoices that are OVER 30 days old only. The following information will need to be provided: vendor name, invoice number, purchase order number, and the invoice amount. The accountant will research the information and return the call with the requested information. Please refer to the Invoice Services telephone contacts listed above to determine the correct accountant.
4. Is there a place I can check for payment status on-line?
ANSWER: The Comptroller of Public Accounts has a State-to-Vendor Payment Information website available 24 hours a day. The website address is www.window.state.tx.us/fm/payment/. The following information is required to access this website: Personal Identification Number (PIN); the Texas Identification Number and category; and the State Agency Number (the number for TDCJ is 696). The information will include the type of payment (direct deposit or warrant), date payment was issued and amount paid. To determine the invoice number paid, click on the payment field (warrant or direct deposit) and the detailed information will be displayed.
5. What are the advantages of electronic funds transfer (direct deposit) versus a paper warrant?
ANSWER: Electronic funds transfer transactions are transmitted directly from the Comptroller’s office to the vendor’s financial institution. The advantages are: (1) both the vendor and the state reduce costs because the process is paperless; (2) the money being transferred from the state to the vendor takes less time to transmit, and mail delays are eliminated; (3) the direct deposit allows the vendor to receive payment faster and allows the vendor’s money to earn more interest; and (4) due to the physical location of the Accounts Payable office, warrants are not delivered daily. Mailing of the warrant can be delayed 2-4 days awaiting the arrival of the warrant.
6. Who do I contact to receive payments via direct deposit?
ANSWER: The TDCJ Substitute W-9 Form is available under the Vendor Forms heading listed above. Vendors may also contact the TDCJ accountant in Invoice Services (Vendor Payment Status) and/or contact one of the Vendor Address File Maintenance representatives. The representative will send the TDCJ Substitute W-9 Form to the vendor for completion. This form can be printed and returned via fax, scanned and sent to the mailbox listed below, or mailed to Accounts Payable. Upon receipt of this form, the vendor files will be updated with the information and a direct deposit address will be established.
7. Is it possible to have vouchers mailed or faxed to a vendor for reconciling purposes even though they are on direct deposit?
ANSWER: No, it is not cost effective for the state to mail vouchers to vendors that are on direct deposit. It is also not cost effective for the state to fax copies of the voucher(s) to vendors. The website listed above will provide this information.
8. Why are there delays in processing some invoices?
ANSWER: There are a number of reasons that payment of an invoice may be delayed. Some of the reasons are listed below:
- invoice is not sent to the address listed on the purchase order or contract
- the unit price listed on the invoice is different than the price on the purchase order or contract
- there is an overage or a shortage on the items shipped (a credit memo or a purchase order change notice will be required – this can be a very time consuming process)
- goods have been damaged, have not been received or the service rendered has not been completed
- there is no purchase order number or contract number listed on the invoice
- the invoice contains items that were not included on the purchase order
- if the invoice total exceeds the amount of the contract or purchase order (a follow-up call from the Invoice Services Team may result if additional information is required [corrected invoice, credit memo, price discrepancy, etc.]); or
- necessary documentation, required by your purchase order or contact, is not submitted with your invoice (count sheets, bills of lading, pricing sheets, etc.).
9. Where do I send my invoices for payment?
ANSWER: Unless otherwise stated in your contract or purchase order, invoices should be sent to Accounts Payable. The mailing address for Accounts Payable is:
Texas Department of Criminal Justice
Attention: Accounts Payable
P.O. Box 4018
Huntsville, TX 77342-4018
The overnight express delivery address is:
Texas Department of Criminal Justice
Attention: Accounts Payable
861-B-IH 45, Room 238
Huntsville, TX 77320
Accounts Payable has two e-mail addresses for receipt of invoices and other required documentation for purchase orders and contracts. The addresses are: