eVA is Virginia’s computer system used to buy and sell goods and services. eVA is used by state agency buyers, higher education buyers, and many local government buyers to order goods and services. These buyers also use eVA to advertise bid and proposal opportunities on the internet. Suppliers who are registered in eVA can choose to receive email notification for bid and proposal opportunities. At no additional cost, registered vendors can also publish electronic catalogs, submit electronic bids and proposals, and access historical purchasing data for market analysis.
2. What is this eVA invoice for?
This invoice is for eVA registration fees, eVA registration renewal fees, and/or eVA transaction fees for the billing period shown on your invoice. eVA transaction fees are assessed to both the buyer and supplier. These fees are used to cover the operating costs of the system.
Effective 07/01/2006 responsibility for eVA fee billing and collections was transferred from CGI-AMS to Virginia’s Department of General Services (DGS).
3. Is there a published list of eVA fees?
Yes.
- Go to www.eVA.virginia.gov
- Click on Billing & Payment Portal
- Click on eVA Fee Schedule With Billing Codes.
4. How can I find out about a payment I made that is not showing on my invoice?
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 phone (866-289-7367) or by
email eVACustomerCare@dgs.virginia.gov.
5. How can I obtain
additional information about a purchase order listed in my
invoice?
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 #4 above and use the Search By P.O. Number option.
6. How can I get additional information I need to reconcile my invoice?
DGS has developed several invoice reconciliation reports 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 Invoice Number
- Click On Account Reconciliation Reports And Follow The Prompts
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.
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.
9. How can I get a copy of a
previously-issued invoice?
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
10.
Why does my invoice include fees for
orders my company received during a
different (prior) billing period?
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.
eVA buyers are required to issue change orders if the order amount changes after the original purchase order was issued. When a change orders is issued, the appropriate eVA fee adjustment will automatically be reflected in the next eVA invoice you receive. To request a change order, contact the buyer that issued the original purchase order.
12. How do I get a W9 form for the Commonwealth of Virginia?
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
13. What Address do I remit payment to?
Send your check (payable to Treasurer, Commonwealth of Virginia) to:
Department of
General Services
P.O. Box 562
Richmond, VA 23218
14. Can I pay my invoice by Credit Card?
Currently we do not accept credit card payments for eVA invoices, however we expect to offer electronic payment options, via the eVA Billing & Payment Portal, in the near future.
15. What is a purchase order number ending with a V-2, V-3, etc.?
Change Orders are designated by adding a version number such as V-2 to the original purchase order number. The higher the number, the more recent the version of the Change Order.
16. The
Commonwealth hasn't paid me yet, why do I have to pay the transaction
fee first?
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.
CGI-AMS and the Commonwealth of Virginia are currently working together to determine whether or not CGI-AMS eVA customer account balances will be assigned to the Commonwealth. When a decision is made, details of how the account balances will be resolved will be published on the eVA Billing & Payment Portal.
18. How can I cancel my eVA Registration?
To cancel your eVA registration send an e-mail to eVACustomerCare@dgs.virginia.gov. Include the words account cancellation in the subject line and the following information in the body of the email:
- Company Name
- Requestor Name, Title and Phone Number
- Company Tax ID Number
If you do not have access to e-mail, you may fax your request to 804-786-3883.