DMA Inv Req 2026.pdf
PDF 177 KB Posted
- Solicitation number
- QQ-128874
- Issued by
- New Kent County, Virginia
About this file
This document consists of mandatory invoice payment submission requirements established by the Department of Military Affairs (DMA) in Virginia, applicable to vendors contracted through the eVA system. The DMA has established comprehensive invoice submission standards requiring vendors to include 15 specific details on all invoices, including vendor identification information (name, address, phone number, point of contact), invoice specifics (date, number, contract/eVA number), service details (order date, job location with complete physical address, date of service or delivery), and itemized line items with quantities, descriptions, and unit prices totaling the amount owed. The policy specifies that all invoices for completed goods or services must be submitted to the appropriate agency point of contact within 365 days of completion or delivery.
The DMA reserves the right to require verification of purchase orders, delivery dates, and additional supporting documentation for invoices submitted beyond the one-year deadline. If the agency has made multiple unsuccessful attempts to contact a vendor within 365 days following completion or receipt of goods and services, DMA may decline payment obligations. Any payment consideration after 365 days remains subject to certification of available cash, appropriations, and allotments; if sufficient funds are no longer available, DMA will not be obligated to remit payment. This policy became effective July 27, 2026, and applies to all vendors submitting invoices for DMA payment across state and local contract opportunities, including those related to the Fort Pickett Fire Department's procurement of a forcible entry door simulator.
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Other files
| File | Type | Posted |
|---|---|---|
| Quick Quote - Forcible Entry Door Simulator.pdf | ||
| General Terms & Conditions.pdf |
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Text version
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) |
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