Invoice submission for artists and arts organizations → Roanoke Arts Commission

AUGUST 2024

Artists and Arts Organizations can now invoice City of Roanoke Arts and Culture in a two-step process.

1. REGISTER IN ORACLE
All payees must be registered in the Oracle system as a supplier at https://tiny.roanokeva.gov/SpendRegister.
– Please note that once you register it may take up to two days to receive confirmation of your registration.
– If you don’t already have one, you can get a W-9 form online here: https://www.irs.gov/pub/irs-pdf/fw9.pdf
– Having trouble? See below under “Getting Help With the Oracle System”

2. SUBMIT YOUR INVOICE BELOW
Once you receive notification that you are registered, you can invoice the City of Roanoke using the form below. It allows you to attach your own invoice, or it will build one for you with the information requested.

If you would like an invoice template, you can download it here. Otherwise, the form basically walks you through the steps, building an invoice.

Please note the following specifics:
– Your address on the invoice must match the address on your W-9.
– You must have an invoice number so that we can refer to something if we call you. This is your internal tracking number.
– Because your W-9 is on file in Oracle, you no longer have to upload a W-9 with the invoice.
– Use the other upload fields for any additional documentation.
– If we sent you specific language to include in the Details of Service field, please do so. Those document our shared understanding of the services.
– Please note: For the creation of new work, the City’s terms and conditions are found here.

RAC Invoice Submission

Submit an invoice for payment by the City of Roanoke for work done in partnership with the Roanoke Arts Commission.

Name(Required)

First Last

Date(Required)

Address – Must match your W-9(Required)

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country

Phone(Required)

Email(Required)

Date(s) services were, or are to be, provided (can be a date range or period)(Required)

Amount of invoice ($)(Required)

Services provided (Project Title / Short Description)(Required)

Services provided (details of agreement)(Required)

Invoice number (Required: This is the number the you assign for tracking.) It should correspond with your bookkeeping system.)(Required)

REQUIRED: Add a PDF of your vendor's invoice here. This may be generated from your accounting system or manually created. Please indicate if this is one of multiple invoices for the same project (e.g. Invoice 1 of 2).

Max. file size: 256 MB.

Add any additional documentation, such as an agreed upon budget, project schedule, additional receipts, breakdown of costs if relevant as one PDF.

Max. file size: 256 MB.

Add any additional documentation, such as an agreed upon budget, project schedule, additional receipts, breakdown of costs if relevant as one PDF.

Max. file size: 256 MB.

For the funding the creation of new original work, artists must agree to the Terms and Conditions (above) around ownership of work created for the City. This does not apply to the presentation or exhibition of exisiting work.

I have read and agree to the terms and conditions.

New work is not being created in this project.

By typing your name, you attest to the accuracy of information submitted and agree to provide the stated services or affirm that you have provided the services described.

STAFF USE ONLY – Processing Notes

Name

This field is for validation purposes and should be left unchanged.

Getting Help with the Oracle System

– If you are having technical issues you may contact fusionsupport@roanokeva.gov.
– Download the Quick Reference Guide
– For services provided, please use a general “Art Services” selection. Art services fall under specific procurement guidelines, and many of you provide a variety of services.
– While creating your account, answer “yes” to “Does this contact need a user account?” and check all the options below.

The following screen is pre-determined with responses. Just progress beyond the screen.

If you’re having trouble registering or have questions, please email Chrissie Claudio at chrissie.claudio@roanokeva.gov. She can help you!