DMA mandatory invoice requirements.pdf
PDF 86 KB Posted
- Attached to
- FY26 EV Fire Blankets
- Solicitation number
- QQ-128707
- Issued by
- New Kent County, Virginia
About this file
This document outlines the mandatory invoice requirements established by the Virginia Department of Management and Analytics (DMA) for payment submission on state and local contracts, including the FY26 EV Fire Blankets opportunity. All vendors submitting invoices for completed goods or services must include 15 specific elements on each invoice to be considered valid for payment, including vendor name and contact information, invoice and contract numbers, job location details, itemized descriptions of services or supplies with quantities and unit prices, and the total amount owed. The invoice submission policy requires all invoices to be submitted to the appropriate agency point of contact within 365 days of completion or delivery of goods and services.
DMA reserves the right to require verification of purchase orders, delivery dates, and additional documentation for invoices submitted beyond one year from the completion date. If the agency has made multiple unsuccessful attempts to contact the vendor within 365 days after goods or services have been completed or received, DMA may not be obligated to issue payment. Any payment consideration after 365 days is contingent upon certification of available cash, appropriations, and allotments; if sufficient funds are no longer available, DMA will not be required to remit payment to the vendor. The mandatory requirements became effective July 27, 2026.
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Other files
| File | Type | Posted |
|---|---|---|
| Updated general terms and conditions.pdf | ||
| EV Blanket QQ Fire Dept.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
File details come from the government source that posted it. Updated .