the following vendor policy is implemented and effective starting January of 2022:
- Securing of services:
- Vendors’ services are secured for the first Wednesday of each month on an annual basis with the exception of July and August, and unless otherwise specified.
- Notifications of change in meeting time, place/ platform will be announced with no less than 30 days notice.
- Vendors should, to the best of their ability, notify DHHCAN as soon as possible in the event they are unable to render services at any meeting.
- Vendors should try their best to find a qualified replacement and must confer with the Board to ensure the qualified replacement is acceptable prior to the meeting.
- In the event a vendor cannot find a qualified replacement, proactive notification to the Chair is essential in order to arrange accommodations for the meeting.
- Should the services of a vendor not be required for a meeting, notice of cancellation for services will be delivered no less than 2 business days prior to the scheduled meeting.
- Cancellation of services notice delivered less than 2 business days will be paid at a rate of 100% of typical invoice.
- Vendors who provide services 1-on-1 should work with the individual they provide services to in order to coordinate the provision of services. A member of the Board will, on a monthly basis, confer and confirm with said individuals and vendors in advance of the meeting.
- Invoices:
- Invoices are to be delivered to DHHCANTreasurer@gmail.com.
- Vendors are to deliver invoices no later than 30 days after services are rendered
- invoices received after 180 days may be refused
- Once invoices are received, vendors will be notified of receipt within 3-5 business days.
- Upon notification of receipt of invoice, vendors will be notified of payment within 5 business days thereafter.
- Payments are remitted by check and are delivered directly from the bank. Delivery may be affected by US Post issues.
- Upon notification of receipt of invoice, vendors will be notified of payment within 5 business days thereafter.