DMA Mandatory Invoice Requirements.pdf
PDF 177 KB Posted
- Attached to
- Ariel Herbicide Spraying Re-Bid
- Solicitation number
- QQ-128747
- Issued by
- Virginia
About this file
This is a mandatory invoice requirements document issued by the Department of Military Affairs (DMA) establishing payment submission standards for state and local contracts in Virginia. The document outlines fifteen required elements that must appear on all invoices submitted for payment, including vendor identification information (name, address, phone number, and point of contact), invoice specifics (date and number), contract references (contract number and order date), job location details (complete physical address), service delivery information (date of service or delivery), and itemized line-item descriptions with quantities, unit prices, and totals. The invoice submission policy requires all invoices for completed goods or services to be submitted to the appropriate agency point of contact within 365 days of completion or delivery, with the effective date of these requirements being July 27, 2026.
The DMA reserves the right to require additional verification of purchase orders, delivery dates, and other documentation for invoices submitted beyond the one-year deadline. If the agency has made multiple unsuccessful contact attempts with a vendor within the 365-day window following completion of goods or services, DMA may decline payment obligations. Any payment consideration after 365 days remains subject to certification of available cash, appropriations, and allotments, and DMA will not be obligated to remit payment if sufficient funding is no longer available. These requirements apply to the Ariel Herbicide Spraying Re-Bid project for the MTC Fort Pickett Department of Public Works involving problem tree growth control and early successional wildlife habitat enhancement across approximately 441 acres within the Controlled Access Area of Fort Pickett.
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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 .