DMA Mandatory Invoice Requirements.pdf

This is a mandatory invoice requirements document issued by the Virginia Department of Management and Analysis (DMA) establishing uniform payment submission standards for state and local contract opportunities. The document outlines 15 required elements for all valid invoices, including vendor identification information (name, address, phone number, point of contact), invoice specifics (date, number, contract or eVA reference), order details (date and ordering individual), job information (job or work order number and complete physical address of job location), service delivery date, payment terms, itemized line-item details with quantities and unit prices, and total amount owed. 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. The related contract opportunity, ASP Hot Pad #2 Rehab in Virginia, involves multiple facility improvement tasks including vegetation removal, electrical service installation and upgrades (breaker installation, LED lighting with photocells), lighting protection system upgrades, site preparation with crusher run stone base, lot grading for stormwater drainage, and fence repair or replacement for security purposes.

The DMA reserves the right to require verification of purchase orders, delivery dates, and additional documentation for invoices submitted beyond the one-year threshold. Should DMA make multiple unsuccessful contact attempts with a vendor within 365 days after goods or services completion, the agency may decline payment obligation. Any payment consideration after 365 days is subject to certification of available cash, appropriations, and allotments, with DMA bearing no payment obligation if sufficient funds are unavailable at the time of invoice processing. The mandatory invoice requirements document became effective July 27, 2026.