DMA Mandatory Invoice Requirements.pdf
PDF 177 KB Posted
- Attached to
- MA60-HLZ Randolph #3 Rock
- Solicitation number
- QQ-127801
- Issued by
- Buchanan County, Virginia
About this file
This is a mandatory invoice requirements document issued by DMA (Department of Military Affairs) for the Commonwealth of Virginia, establishing standardized payment submission procedures for vendors providing goods and services. The document outlines fifteen mandatory invoice elements required for payment processing, including vendor identification information (name, address, phone number, point of contact), invoice details (date and number), contract reference numbers, order date and ordering individual identification, job location with complete physical address, service or delivery date, payment terms, and itemized line-item details with quantities, descriptions, and unit pricing. The contract opportunity involves the ARNG-MTC Fort Pickett's rehabilitation and stabilization of training area in maneuver area 60, requiring approximately 200 tons of VDOT #3 stone or equivalent rock to be delivered near the intersection of State Route 645 (Jonesboro Church Road) and State Route 615 (Cedar Creek Road) in Brunswick County, Virginia.
All invoices for completed goods or services must be submitted to the appropriate agency point of contact within 365 days of completion or delivery. DMA reserves the right to require additional verification for invoices submitted beyond one year from the completion date, including verification of purchase order details and delivery documentation. If DMA has made multiple unsuccessful contact attempts within the 365-day period following service completion, the agency may decline payment obligation. Any payment consideration after 365 days remains subject to certification of available cash, appropriations, and allotments, with DMA bearing no obligation to remit payment if sufficient funds are no longer available. The invoice requirements document became effective July 27, 2026.
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Other files
| File | Type | Posted |
|---|---|---|
| Special Terms & Conditions.pdf | ||
| MA60 HLZ Rock Scope of Work.pdf | ||
| General Terms & Conditions PIM45.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) |
File details come from the government source that posted it. Updated .