Business Billing and Collection of eVA Fees Basics for Vendors Presented By: Becky Barnett, eVA Business Manager Kelly Flexon, Deputy eVA Business Manager Bryan Chamberlain, eVA Billing & Collections Manager 2011 Virginia Public Procurement Forum

2 Why eVA?? Improved Vendor Access –Business Opportunities –Award Notices and Bid Tabulations –Procurement Information and History –Procurement Manuals and Regulations Increased Administrative Efficiency Transparency and Accountability Business

3 Who Uses eVA?? Every authority, department, division, institution, officer, agency, and other unit of state government. (Code of Virginia § effective 7/1/2011) –Over 22,500 Users From 171 State Agencies 575 Local Government Entities Business

4 Why eVA Fees?? Virginia General Assembly Directed That eVA Be A Self-Funded System –eVA Fees Are The Only Source of Funding –eVA Receives No General Fund Appropriation Spreads The Cost Across All Users –Vendors –Agencies –Institutions of Higher Education Business

5 About Invoices Invoices Are Issued Bi-Monthly Business Agencies And Vendors Whose Names Begin With A Thru J, Numbers, and Special Characters July September November January March May Vendors Whose Names Begin With K Thru Z August October December February April June Payments Are Due In 30 Days Collection Process Starts When Fees Are 60 Days Past Due

6 Applicable Regulations Virginia Debt Collection Act Code of Virginia § thru 4809 Fair Debt Collection Practices Act Title 15 of the United States Code United States Bankruptcy Code Title 11 of the United States Code Commonwealth Accounting Policies and Procedures (CAPPS) Manual Virginia Department Of Accounts Business

7 Collections Process Step 1 – Notice (60 Days Past Due) Written (Dunning) Notice To Vendor List of Vendors Provided To: –DPS Procurement Bureau –DGS Division of Engineering and Building –VITA Supply Chain Management –Other Agencies, By Request Business

8 Collections Process Step 1.b – Notice (60 Days Past Due) Breach of Contract –If the vendor has an active statewide contract issued by DPS, a Vendor Complaint Form is issued requiring the vendor to cure the breach to avoid having the contract terminated for default. –This action is in addition to Step 1. Business

9 Collections Process Step 2 – Debt Set Off (90 Days Past Due) Claim Submitted For Debt Set Off * eVA Registration Deactivated List of Deactivated Vendors Published on eVA Knowledge Center *The Debt Set-Off Program Is Administered By The Virginia Department of Taxation. Business

10 Collections Process Step 3 – Collection (120 Days Past Due) Office of the Attorney General Division of Debt Collection –$3,000 Or More Private Collection Agency –Less Than $3,000 Business

11 Mitigating Factors Vendor Fee Disputes –P.O. Amount Greater Than Vendor Invoice Amount –Order Canceled By Agency –Order Rejected By Vendor –Wrong Fee – Small Business Fee Cap Not Applied –Exempt Product/Service (APSPM 14.9.b.) –Vendor Not Registered or Registration Canceled –Unregistered Vendor Refused Fee Bankruptcy Business

12 Disposition eVA Registration Reinstated –Payment In Full –Payment Plan Mutually Agreed –Debt Discharged (Bankruptcy) –Debt Adjusted – $0.00 Account Balance –Debt Collected – New Registration Agreement Signed Business

13 eVA Billing & Payment Portal Your source for information related to – eVA fees –billing-related policies –copies of current and past invoices –detailed invoice data & reconciliation reports –order, change order, adjustment, and payment to invoice cross-references Go To: Click On: Billing & Payment Portal Business

14 Questions ??? Contact Information: Becky Barnett, eVA Business Manager (804) Kelly Flexon, Deputy eVA Business Manager (804) Bryan Chamberlain, eVA Billing & Collections Manager (804) Business