Effective FY21, ARMICS Certifications will only be accepted at DOA via the ARMICS Certification System. Questions about the automated certification system, questionnaire, or the certification process can be directed to email@example.com.
Title 31 U.S.C (the Cash Management Improvement Act of 1990) imposes on the states a responsibility to develop and negotiate agreements governing the flow of cash from the U.S. Treasury to the Commonwealth. Careful analysis and monitoring of this program is critical due to the interest penalty that accrues for the time that a state agency holds federal cash.
The CAPP Manual documents the policies and procedures associated with the Commonwealth's centralized accounting and financial systems.
For further detail about the Manual's structure see CAPP - Topic 10105, Structure of the Manual.
The CAPP Manual Status Summary [PDF] provides current revision date and page length for each topic.
The Code of Virginia - Chapter 806, Item 260 B.2. requires the establishment of a single vendor database. As a result, the Commonwealth Vendor Group (CVG) was implemented in 2013. CVG is responsible for the management of the statewide vendor table in Cardinal, the Commonwealth's new financial management system replacing CARS.
CVG provides daily maintenance, research, analysis, and customer service for all fiscal and procurement vendors present in Cardinal. While working with the Department of General Service's e-Procurement (eVA) Team, CVG is able to provide agencies, vendors, and all appropriate parties with up to date, accurate, and timely information.
The Commonwealth Vendor Group keeps up to date vendor records ensuring all entered uniformly and consistently. The following processes are in place to achieve the most accurate state wide vendor table:
The Commonwealth Vendor Group is responsible for the following aspects of vendor maintenance:
Commonwealth of Virginia Substitute W-9 [PDF]Application page
The purpose of this section is to provide your organization with information and facts about the Commonwealth of Virginia's Electronic Data Interchange (EDI) program. EDI was implemented in May 1994. This program allows for the electronic exchange of payment and remittance information between the Commonwealth and our Trading Partners.
EDI combines Electronic Funds Transfer (EFT) with Electronic Data Interchange (EDI) capabilities to electronically transmit payment and remittance data to your organization. EDI is a low cost alternative to the traditional paper check method of payment. EDI electronically transfers funds from the Commonwealth's bank account to your organization's designated bank account. These electronic payments are processed through the Automated Clearing House (ACH) network. The EDI process allows our trading partners to have access to the funds on the due date.
When considering all of the costs associated with check processing, ACH payments are actually less expensive to process for both the Commonwealth and your organization. The EDI Guide [PDF] [Word] explains the methods for electronically receiving your funds and remittance data. Remittance data can be obtained via:
The Commonwealth of Virginia is responsible for the following processing costs:
Note: Your organization is responsible for any fees related to electronic payment processing charged by your bank.
These directives address reporting requirements necessary to compile the Annual Comprehensive Financial Report (ACFR) as required by the Code of Virginia.
The 2020 Fixed Costs By Agency Schedule (Schedule A) represents the most current approved information available for inclusion in your agency's cost allocation plan or indirect cost rate proposal for the fiscal year ended June 30, 2018. The SICAP was prepared in accordance with the requirements of the Code of Federal Regulations (CFR) 2 CFR, Part 200 and was approved by the Department of Health and Human Services (DHHS) on March 31, 2020.
You should include these costs in addition to your agency indirect costs, as required by the Indirect Cost Recoveries From Grants and Contracts section of the current Appropriation Act and CAPP Topic 20705, "Indirect Cost Recovery," to facilitate recovering the maximum indirect costs.
Agencies that have been appropriated their estimated indirect cost recoveries must also prepare cost allocation plans or indirect cost proposals. Recoveries that are appropriated must also be recorded using the appropriate revenue source codes specified in CAPP Topic 20705.
Fixed Costs by Agency Schedule are available on-line for the following years:
The purpose of this section is to provide information and facts about the Commonwealth of Virginia’s Virtual Payables program that was implemented in June 2011. This optional credit card program is managed by Department of Accounts separately from the Purchasing Charge Card program and offers an additional electronic payment method. It allows the Commonwealth of Virginia to process Accounts Payable payments to suppliers via credit card and turn around supplier payments in a short time frame. By agreeing to receive payments for outstanding invoices from the Commonwealth of Virginia via credit card, suppliers will realize faster payments, improved cash flow, and reduced paperwork.
Although the Commonwealth of Virginia does not charge a fee to participate in the Virtual Payables program, all fees associated with a supplier’s Merchant Service Provider are still applicable. The credit card has $0 of available funds until a remittance advice [PDF] is sent from the Commonwealth of Virginia via email, which will contain the total amount to charge. This credit card can only be charged up to the exact total amount indicated; otherwise, the charge will be declined.
We have chosen Bank of America’s Virtual Payables credit card product which is a Bank to Bank solution developed to process supplier payments in a more efficient manner. As a valued supplier to the Commonwealth, participation in this initiative will yield many benefits to include:
To learn more about how Virtual Payables works and the many benefits of accepting payments by credit card, please go to: The value of Virtual Payables [PDF].
For answers to frequently asked questions, please go to: Supplier FAQs [PDF].