1. DMA Mandatory Invoice Requirements.pdf
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- Attached to
- FY26 Fire Sled for Fort Pickett Fire Department
- Solicitation number
- QQ-128676
- Issued by
- Virginia
About this file
This document contains the mandatory invoice requirements and submission policies established by the Department of Military Affairs (DMA) for payment processing. All invoices submitted to DMA must include 15 specific required elements: vendor name, address, and phone number; point of contact; invoice date and number; contract or eVA number; order date and ordering individual; job or work order number; complete physical address of job location; date of service or delivery; payment terms; itemized services or supplies with quantities, descriptions, and unit prices; and total amount owed. Each line item must be detailed with sufficient specificity to clearly delineate separate services and materials with corresponding costs.
DMA requires all invoices for completed goods or services to be submitted within 365 days of completion or delivery. Invoices submitted beyond the one-year deadline are subject to additional verification requirements, including proof of purchase order details and delivery documentation. If DMA has made multiple unsuccessful contact attempts with a vendor within the 365-day period after service completion, the agency may decline payment obligation. Any payment consideration after 365 days is contingent upon certification of available cash, appropriations, and allotments; if sufficient funds are no longer available, DMA is not obligated to remit payment. This policy became effective July 27, 2026.
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DMA Mandatory Requirements for Valid Invoice Payment Submission
DMA requires all invoices to include each of the below items on any invoice to be submitted for payment. Any invoice not including all the required items will be considered as invalid.
All invoices are required to provide the following details:
1. Vendor Name
2. Vendor Address
3. Vendor Phone Number
4. Point of Contact (i.e., salesperson name)
5. Invoice Date
6. Invoice Number
7. Contract #, if applicable (i.e., eVA #)
8. Order Date
9. Individual who ordered service, if applicable
10. Job # (i.e., work order #)
11. Complete Address of Job Location (must include complete physical address)
12. Date of Service or delivery
13. Payment Terms (i.e., net 30)
14. Each service and/or supply must be itemized to include quantity, detailed description, unit price, etc (i.e., 4 shrubs at $20 each for a line total of $80.00, planting of shrubs $50.00, etc)
15. Total Amount Owed
DMA Invoices submission Policy:
All invoices for payment of completed goods/services must be submitted to the appropriate agency POC within 365 days of completion of goods/services.
The Agency reserves the right to require verification of PO (including all details below), delivery date of goods/services & any additional verification deemed necessary for invoices submitted beyond 1-year (365 days) from completion/delivery date.
If DMA has made multiple unsuccessful attempts to contact the vendor within the past 365 days after goods/services have been completed/received as ordered, the agency may not be obligated to issue payment. Any payment consideration after 365 days is subject to certification of available cash, appropriations, and allotments before disbursement. If sufficient cash, appropriations, or allotments are no longer available, DMA will not be obligated to remit payment to the vendor.
Effective date 27 July 2026
| DMA Mandatory Requirements for Valid Invoice Payment Submission |
| All invoices are required to provide the following details: |
| 11. Complete Address of Job Location (must include complete physical address) |
File details come from the government source that posted it. Updated .