UMW Vendor Information Page

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UMW Wants to do Business with You!

Streamline business with UMW by registering your business in eVA.  Visit the eVA Vendor page to learn about Virginia’s procurement marketplace where all of Virginia State Agencies, Colleges and Universities, as well as many Local Governments, post bidding opportunities, get quotes and place orders for goods and services.

 

Steps to Becoming a Vendor to UMW

  1. If you register yourself or your business in eVA, you will need to upload the Commonwealth of Virginia Substitute W-9 Form(COV W-9) in eVA.
  2. If you register or do not register yourself or your business in eVA, complete and submit the following documents to UMW Accounts Payable:
  3. Foreign Vendors – See “Foreign individuals and vendors” on the Forms page

How Vendors Get Paid!

The University of Mary Washington requires detailed invoices and prefers electronic invoicing from vendors.

paperless

PAYMENT OPTIONS

1. PREFERRED PAYMENT OPTION = Charge card payment directly from the department with whom business is being done. BENEFIT = Immediate payment to vendor!

2. Bank of America’s ePayables (Virtual  Payables). BENEFIT = Net 16 day payment terms. Vendors participating in the ePayables program will receive Net 16 day payment terms.

3. EDI (Electronic Data Interchange) that is handled directly through the Commonwealth of Virginia – Visit the Commonwealth of Virginia site for details and enrollment information.
NOTE: Invoices are paid based upon the Virginia Prompt Pay Act, which says invoice is paid 30 days from the date UMW received the invoice or the goods/services, whichever is later. If vendor is not properly registered with UMW (has a valid COV W-9 and vendor registration form on file at UMW), then all invoices are considered in dispute and will be paid 30 days from resolution of the dispute.
NOTE: If your business is enrolled in EDI with the Commonwealth of Virginia, state-funded goods/services will be paid through EDI; however, non-state funded goods/services will be paid using paper check from UMW and will be mailed through USPS. If a good/service is split-coded (partial funding from state funds and partial funding from non-state funds) the vendor’s payment would be partial EDI and partial paper check. Comptroller’s Debt Setoff applies to EDI payments.

4. Paper Check – UMW strongly encourages one of the other payment methods (1 – 3) listed above
NOTE: Invoices are paid based upon the Virginia Prompt Pay Act, which says invoice is paid 30 days from the date UMW received the invoice or the goods/services, whichever is later. If vendor is not properly registered with UMW (has a valid COV W-9 and vendor registration form on file at UMW), then all invoices are considered in dispute and will be paid 30 days from resolution of the dispute.

 

What can cause delay of payment?

UMW makes check and EDI payments to vendors in accordance with the Virginia Prompt Pay Act (VPPA).  Under the VPPA, payment is made 30 days after receipt of an invoice or receipt of goods/services whichever is later. If vendor is not properly registered with UMW (has a valid COV W-9 and vendor registration form on file at UMW), then all invoices are considered in dispute and will be paid 30 days from resolution of the dispute.