Prompt Payment Program Assistance
State agencies can receive payment assistance on invoices for work completed in accordance with the Prompt Payment Program, which include payments due on a contract awarded to a certified small business or nonprofit organization.
The Prompt Payment Act requires State agencies to pay properly submitted, undisputed invoices within 45 calendar days of initial receipt. If the requirement is not met, State departments must automatically calculate and pay the appropriate late payment penalties as specified in Government Code section 927, et seq. For a summary of frequently asked questions, please see Prompt Payment Act FAQ.
PROMPT PAYMENT PROGRAM INFORMATION
Prompt payment ensures that payments due on a contract awarded to a certified small business or a non-profit are paid in a timely manner. Assistance and advocacy provides clarification of the Prompt Payment Act for suppliers and State departments.
The Payment Offices Directory helps contractors make contact with appropriate departmental accounting personnel. The Prompt Payment Tool Kit contains Frequently Asked Questions, the Penalty Calculation Process (with an example), a sample of the typical State invoice payment process, and California Government Code 927 et seq. California Prompt Payment Act.
To dispute an invoice:
- Contact Awarding Department’s Payment Office (See Directory in Resources below.)
- Contact the Awarding Department’s Small Business Advocate (See Small Business Advocate Directory in Resources below.)
- Complete the Invoice Dispute Notification Form-STD. 209
- Submit copy of form, invoice & copy of contract to your Department’s Accounting section. (Additional procedures may exist.)
- Follow all other Departmental procedures
- If you have questions about disputing an invoice from a certified Small Business (SB) or Disabled Veteran Business Enterprise (DVBE), contact your department's SB & DVBE Advocate (See Small Business Advocate Directory in Resources below).
The California Prompt Payment Act requires that departments report annually to the Director of the Department of General Services the number and amount of late payment interest penalty payments paid to suppliers each fiscal year. Agencies may also choose to report Performance Measurement Information. In accordance with the Act, penalty payment data is collected, compiled, and reported to the Director.
Late Payment Penalty Paid Annual Reports
- Invoice Dispute Notification - STD 209
- California Government Code 927 et seq. California Prompt Payment Act
Department of General Services
West Sacramento, CA 95605
Phone: (916) 375-4940