"Since its founding in 2010, USA Property Group has invested time and effort alongside some of the best in the world. For that, we are grateful. And as a result, we fiercely value and protect our relationships."
Leon Nitka, Founder and CEO
Required Vendor Forms and Information
IRS Form W-9. USA Property Group requires a completed IRS Form W-9 on file for all vendors. Please complete and submit a signed W-9 if this is the first time you are providing services to an USA Property Group property.
Certificate of Insurance (COI) Form. USA Property Group requires a current General Liability and Worker’s Compensation Certificate of Insurance on file for all vendors providing on-site services to the Property (e.g. landscaping, repairs, maintenance, pool services, etc.). Please ensure you have submitted a current Certificate of Insurance to avoid payment processing delays. Please refer any questions regarding insurance requirements to your local insurance company.The Certificate of Insurance should have your correct legal Entity name as well as the name of the Property as Additional Insured. Upon completion of the W-9 and Certificate of Insurance (COI), please attached the documents and return.
Vendor Setup Form. Included in the Vendor Agreement Package upon request.
Client’s Name and Billing Address. The account name and billing address should be styled as follows:
Insurance Requirements:
The vendor shall, at its sole cost and expense, maintain the types of insurance coverage that USA Property Group requires. Such coverage shall be provided in the amounts specified under the section titled Minimum Coverage Amounts.
This insurance must be maintained whether or not it is required by the laws of the state where the work is to be performed. The vendor shall also ensure that its subcontractors and suppliers provide the same coverage, limits of insurance, and Additional Insured status as required under the Vendor Agreement. All insurance policies must be issued by companies acceptable to USA Property Group and licensed to operate under the laws of the state where the work takes place. These companies must have a Best’s rating of “A- VII” or higher.
Additionally, all certificates of insurance must include the following statement:
"The insurance coverage evidenced by this certificate shall not be canceled or materially altered except after thirty (30) days' written notice has been provided to and received by USA Property Group." The insurance policies must be endorsed to reflect this requirement. Prior to starting work, the vendor shall furnish satisfactory evidence to USA Property Group that it has complied with these insurance requirements, including providing proof of coverage with the specified limits.
USA Property Group reserves the right, but is not obligated, to prohibit the vendor or its subcontractors from entering the property until a certificate of insurance demonstrating full compliance has been received and approved. Failure by USA Property Group to request such a certificate or to identify any deficiencies in the evidence provided shall not be considered a waiver of the vendor’s obligation to maintain the required insurance coverage.
Purchase Order Requirement:
WORK WILL NOT BE PERFORMED AT ANY USA PROPERTY GROUP PROPERTY WITHOUT AN APPROVED PURCHASE ORDER (PO) NUMBER.
Invoice Information Requirements:
- Please ensure your invoice includes the following information:
- Business Legal Name
- Purchase Order Number
- Invoice Number
- Invoice Date
- Remittance Address
- Work Order Number (if applicable)
- Service Date(s)
- Description of Service(s) Provided
- Contact Information: Address, Phone Number, Email Address
- Invoices can be submitted via one of the following methods:
- Postal Mail
- Fax
Submission Guidelines:
Submit your invoice only once. If submitting by email, attach each invoice as a separate file. If submitting by fax, send each invoice separately. Submitting invoices to the USA Property Group corporate office will delay processing. Please avoid sending statements after submitting an invoice. A lien release or waiver may be required, especially for processing final payments.
Invoice & Payment Processing Procedures:
USA Property Group processes invoices on business days with the goal of issuing payments as quickly as possible. Invoices are handled through a proprietary automated workflow system that ensures proper checks and controls, safeguarding assets and maintaining a clear audit trail.
Each vendor invoice goes through several steps and approvals before payment disbursement. The processing time for invoices may vary depending on factors such as the completeness of the invoice information and the satisfaction with the product or service delivered.
To protect the interests of our properties, it is USA Property Group’s standard practice to initially refuse payment for any fees deemed unreasonable.
Payment Options:
USA Property Group will remit payment to approved vendors by traditional check via U.S. Mail. If electronic payment options become available, we will notify you of this alternative.
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