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1. Is it true
that eVA vendor registration fees are being permanently discontinued? In
2009, DGS/DPS announced these fees would not be charged for the period
07/01/2009 through 06/30/2011 and recently I heard they would be
permanently discontinued.
Response: The Department
of General Services, Division of Purchases and Supply (DGS/DPS) is
pleased to announce that vendor registration fees have been permanently
discontinued as of 07/01/2009.
This means that vendors will not be charged a fee
for eVA registrations and registration renewals that occur after
06/30/2009. eVA-registered vendors will, however, be required to pay any
outstanding registration and registration renewal fees that were
invoiced for periods prior to 07/01/2009.
If you have questions about this updated eVA
registration policy, please contact eVA Customer Care by telephone
(866-289-7367 or 804-371-2525) or by email (eVACustomerCare@dgs.virginia.gov).
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2. Is it
true that the previously reduced vendor transaction fees are being
continued for another year?
Response: Yes, for new orders issued
during the period July 1, 2011 through June 30,
2012 2013,
the vendor transaction fee will be as follows:
• 0.75%,
capped at $500 per order…....eVA-Registered DMBE-Certified Small
Businesses
• 0.75%, capped at $1,500 per order….eVA-Registered Businesses That Are
NOT DMBE
CertifiedSmall Businesses
•
0.75%, capped at $1,500 per order….Businesses That
Are Not eVA-Registered But
Agree To Pay The Vendor Transaction
Fee
For new orders issued July 1,
2012 2013
or later, the vendor transaction fee will revert to the
original fee that was in effect for
orders issued prior to July 1, 2011:
•1%, capped at $500 per
order……….eVA-Registered DMBE-Certified Small Businesses
•
1%, capped at $1,500 per order……eVA-Registered
Businesses That Are NOT DMBECertified
Small Businesses
•
1%, capped at $1,500 per order…….Businesses That
Are Not eVA-Registered But
Agree To Pay The Vendor Transaction Fee
Vendor transaction fees are assessed only
when a vendor receives an order. The specific fee
is based on the vendor’s registration status and DMBE certification as
recorded in eVA on
the date the order is issued. Vendor transaction fees are not adjusted
when DMBE backdates
a certification or a certification renewal. Vendor transaction fees are
not adjusted when
DMBE awards a certification or a certification renewal retroactively.
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3. My company
is still being invoiced for eVA registration fees for one or more
registration periods prior to July 1, 2009. What happens if I don’t pay
these old fees?
Response: All vendors with outstanding
registration and registration renewal fees that originated prior to
07/01/2009 are required to pay those fees. This ensures that all vendors
are being treated equally. Vendors that don’t pay these past due fees
are subject to the Delinquent eVA Fee Collection Policy. To access a
copy of this Policy:
• Go to www.eVA.virginia.gov
• Click on Billing & Payment Portal
• Click on Delinquent eVA Fee Collection Policy
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4. How frequently
are eVA invoices issued?
Response: eVA invoices are issued
bi-monthly.
• Vendors with names that begin with the alphabet characters “A” thru
“J”, numbers, and special characters
receive invoices in January, March, May, July, September, and
November.
• Vendors with names that begin with the alphabet characters “K” thru
“Z” receive invoices in February,
April, June, August, October, and December.
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5. How can I
find out about a payment I made that is not showing on my invoice?:
Response: The most common cause for
payments not showing on an invoice is a timing issue, where payments are
received and posted to an account after the end date of the current
billing period. You can validate receipt and posting of payments
received after the end date of the current billing period by visiting
the eVA on-line Billing & Payment Portal:
• Go to www.eVA.virginia.gov
• Click on Billing & Payment Portal
• Click on Invoice Detail & Reconciliation Reports
• Enter your Account Number and any valid eVA Invoice Number
• Click on Payments
If your payment does not show on your invoice or on the Billing &
Payment Portal, contact eVA Customer Care by telephone (866-289-7367 or
804-371-2525) or by email (eVACustomerCare@dgs.virginia.gov).
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6. How can I
obtain additional information about a purchase order listed in my
invoice?
Response: The eVA on-line Billing &
Payment Portal will allow you to view and print the details for any
purchase order listed on your invoice. Log in to the Portal as described
in #5 above and use the Search By P.O. Number option.
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7. How can I get
additional information I need to reconcile my invoice?
Response: DGS/DPS has developed an invoice
reconciliation report that you can download from the eVA Billing &
Payment Portal by following these steps:
• Go to www.eVA.virginia.gov
• Click on Billing & Payment Portal
• Click on Invoice Detail & Reconciliation Reports
• Enter your Account Number and any valid eVA Invoice Number
• Click on Account Reconciliation Reports and follow the prompts
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8. How can I find
out why I did not receive an invoice when I know I received orders or
there
was other account activity during the current billing period?
Response: To improve efficiency, we do not
generally issue invoices until the total aggregated eVA account balance
is $5.00 or more. As a result, a customer may not receive an invoice
during a billing period when there were orders received or other account
activity. Further, a customer may receive an invoice that includes fees
assessed for a prior billing period when those fees were not previously
invoiced because the aggregated account balance was less than $5.00.
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9. Why did
I receive an invoice for an amount less than $5.00 when the eVA billing
threshold is
$5.00 or more?
Response: As a courtesy, we issue eVA invoices for account
balances less than $5.00 (including $0.00) to document payments received
during the current billing period.
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10. How
can I get a copy of a previously-issued invoice?
Response:
To view or print copies of
previously-issued invoices, follow these steps:
• Go to www.eVA.virginia.gov
• Click on Billing & Payment Portal
• Click on Invoice Detail & Reconciliation Reports
• Enter your Account Number and any valid eVA Invoice Number
• Click on the View/Print option for the invoice you wish to view or
print.
Note: If the invoice was issued in a prior calendar year, select that
year from the drop-down box in the upper right corner of the screen.
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11.
Why does my invoice include fees for orders my company
received during a different (prior)
billing period?
Response: To
improve efficiency, we do not generally issue invoices until the total
aggregated eVA account balance is $5.00 or more. As a result, a customer
may receive an invoice that has fees assessed for a prior billing period
when those fees were not previously invoiced because the aggregated
account balance was less than $5.00.
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12.
How can I get an invoiced fee corrected because there was
a change to the order amount after
the purchase order was issued?
Response: eVA buyers are required to issue
change orders if the order amount changes after the original purchase
order was issued. When a change order is issued, the appropriate eVA fee
adjustment will automatically be reflected on the next eVA invoice you
receive. To request a change order, contact the buyer that issued the
original purchase order.
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13.
How do I get a W9 form for the Commonwealth of Virginia?
Response: To obtain a signed Commonwealth
of Virginia W9 form:
• Go to www.eva.virginia.gov
• Click on Billing & Payment Portal
• Click on W9 Form from Commonwealth
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14.
Can I pay my invoice by Credit Card?
Response: Currently we do not accept credit
card payments for eVA invoices.
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15.
What is a purchase order number ending with a V-2, V-3,
etc.?
Response: Change Orders are designated by
adding a version number such as V-2 to the original purchase order
number. The higher the version number, the more recent the version of
the Purchase Order.
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16.
The Commonwealth hasn't paid me yet, why do I have to pay
the transaction fee first?
Response:
Transaction fee invoices are generated in the first billing
cycle following the date the Purchase Order is issued by the buyer. This
is the point at which the supplier has received all related primary
benefits of the eVA System. These benefits include, but are not limited
to, the ability to access all state agency (and most local government)
business opportunities from a single web portal, the ability to submit
electronic bids via the eVA Quick Quote System, the opportunity to
create an electronic store front in the eVA eMall, and standardized
purchase order formats.
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