UMW Vendor Information Page

come-in

UMW Wants to do Business with You!

In order to do business with UMW, you MUST be an eVA-registered vendor with FEW EXCEPTIONS. Visit the Procurement Services eVA page to learn about Virginia’s procurement marketplace and find links to eVA to register as a vendor.

 

Steps to Becoming a Vendor to UMW

  1. In order to do business with UMW, you MUST be an eVA-registered vendor with FEW EXCEPTIONSRegister yourself or your business in eVA and upload the Commonwealth of Virginia Substitute W-9 Form(COV W-9) in eVA.
  2. Submit the following documents to UMW Accounts Payable:
    •  Vendor Registration Form
      ELECTRONIC SIGNATURES ARE NOT ACCEPTABLE BY THE COMMONWEALTH
    • The COV W-9 (that you uploaded into eVA if you registered in eVA)
      ELECTRONIC SIGNATURES ARE NOT ACCEPTABLE BY THE COMMONWEALTH
  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: Unless otherwise stated in contract, 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.