CMA Values Qualified Vendors

Boards of community associations expect CMA to identify and engage quality vendors and to obtain the best pricing to perform quality work in a reasonable timeframe.  Qualified contractors are engaged on behalf of the Board of Directors, and follow guidelines established to ensure that the contractor fulfills the expectations of both CMA and the client in the delivery of a quality work product. 

One of the greatest values CMA can deliver to its association clients is the effective delivery of our vendor management system.  Qualification and selection of contractors, oversight of the various projects, along with evaluation of the services provided are all essential elements in the CMA Vendor Management System. 

Understanding your Relationship
with the Board and the Management Company

The vendor contract is an arms-length transaction facilitated by CMA.  A vendor contracts with an Association and is accountable to the Board to satisfy the fiduciary responsibility of the Board.  The Association Manager's role is to gather information and bids, evaluate vendors, and administer contracts. However, the Board of Directors is the decision-maker.

Vendor Forms

Please send your W-9 and Insurance Certificate to the CMA Accounts Payable Department at ap@cmamanagement.com . You can get a W-9 form free at irs.gov.

Submit your insurance certificate with the specific HOA listed as the certificate holder.

Streamline Invoice Processing and Payment

Submit Invoices Electronically

• Submit invoices to invoices@cmamanagement.com
• Be sure the invoice bills the Association, not CMA
• The preferred file type is a .pdf
• Please do not mail a paper copy and submit an electronic copy

How to Ensure Prompt Payment

1. Do we have your current insurance? Please make sure you submit a current insurance certificate with the homeowner's association that you are providing service for listed as the certificate holder. Payments will not be released without a current insurance certificate.
2. The Name of the Association must be on the invoice. A payment delay could be due to an association's name not being provided on the invoice as each property pays from their own funds.  The Accounts Payable representative needs to easily determine which property will be paying you.
3. Has your mailing address changed? Please provide an updated W-9 reflecting the address change.
4. Email your W-9 and Insurance Certificate to the CMA Accounts Payable Department at ap@cmamanagement.com.
   
   

Complete Our Vendor ACH Request Form Online to Set Up Electronic Payment

CMA offers electronic processing of vendor invoices to speed up your payments. When you complete an ACH form, you authorize CMA to electronically transfer funds directly to your bank account! 

Complete the Vendor ACH Request Form Here.

Why Set Up Vendor ACH Payments?

New features enhance CMA's electronic vendor payments:

• Instantaneous e-mail notification when payment is made for convenient tracking and reconciliation
• Identifies the association name, invoice #, date and payment amount

A $25 convenience fee will be charged to vendors who come to the corporate office to pick up a check.

Should you encounter difficulty with submission, contact Accounts Payable, ap@cmamanagement.com or 972-943-2828.