1. Business Billing and Collection of eVA Fees Basics for Buyers 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. 2 Why eVA?? Transparency and Accountability Administrative Efficiency –$15-20 vs $125 Per Purchase Order Savings –$30 Million (Estimated) In FY 2010 Improved Vendor Access –Business Opportunities and Award Information –Historical Procurement Data –Procurement Manuals and Regulations Business

3. 3 Who Uses eVA?? Every authority, department, division, institution, officer, agency, and other unit of state government. (Code of Virginia § 2.2-1110 effective 7/1/2011) –Over 22,500 Users From 171 State Agencies 575 Local Government Entities –Over 50,000 Registered Vendors Business

4. 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. 5 Changes To eVA Fees Discontinued – Vendor Fees Vendor Registration Fee – 07/01/2011 Unregistered Vendor Transaction Fee – 12/31/2011 Added – Agency Fees (Effective 01/01/2012) Orders Issued To Unregistered (Ad Hoc) Vendors –1.1%, Capped At $3,000 Per Order Orders To State-Entered Vendors –1.1%, Capped At $3,000 Per Order Business

6. 6 Changes To eVA Fees Ad Hoc Vendor Ad hoc vendors are created by users during the requisitioning process. Ad hoc vendors also result when a user selects a self-registered vendor from the eVA vendor files and then changes vendor- provided information during the requisitioning process. Business

7. 7 Changes To eVA Fees State-entered Vendors Beginning in calendar year 2012, state- entered vendors will be created, in compliance with the Commonwealth’s procurement vendor data standard, by authorized COVA entities and stored in the eVA vendor database. State-entered vendors will not have accepted the eVA Vendor Registration Agreement and will be clearly flagged so they can be easily identified by end users selecting vendors from the eVA vendor files during the requisitioning process. Business

8. 8 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

9. 9 Applicable Regulations Virginia Debt Collection Act Code of Virginia §2.2-4800 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

10. 10 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 and Institutions, By Request Business

11. 11 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

12. 12 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 Business

13. 13 Collections Process Step 3 – Collection (120 Days Past Due) Office of the Attorney General (OAG) Division of Debt Collection –$3,000 Or More (Required) –Less Than $3,000 (Optional) Private Collection Agency –Less Than $3,000 (If Not Handled By OAG) Business

14. 14 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

15. 15 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

16. 16 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: www.eva.virginia.gov Click On: Billing & Payment Portal Business

17. 17 Questions ??? Contact Information: Becky Barnett, eVA Business Manager (804) 225-3689 rebecca.barnett@dgs.virginia.gov Kelly Flexon, Deputy eVA Business Manager (804) 371-2628 kelly.flexon@dgs.virginia.gov Bryan Chamberlain, eVA Billing & Collections Manager (804) 225-4046 bryan.chamberlain@dgs.virginia.gov Business

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