Supplier Reporting System (SRS) FAQs
See the self-service options via the link below:
Supplier Reporting System - Access
If you have Okta access issues:
Contact the VITA Customer Care Center - (866) 637-8482 or email VCCC@vita.virginia.gov
If you have an SRS portal issue:
Contact SCM - (804) 968-0133 or SCMInfo@vita.virginia.gov
Please see the link below in regard to the supplier reporting requirements agreed to when your contract was awarded.
https://www.vita.virginia.gov/procurement/supplier-reporting/#supplier-vendor-reporting-requirements
Your report serves as your invoice. VITA does not issue a separate invoice for fees owed. You may reprint an invoice at any time by using the search function in your SRS account.
Mail payments to:
Virginia Information Technologies Agency
Attention: VITA Controller
7325 Beaufont Springs Drive
Richmond, VA 23225
Payment Requirements:
Make checks payable to Treasurer of Virginia.
Include the invoice number(s) being paid.
ACH transfers are also accepted. If you need banking details, please contact AR@vita.virginia.gov. Be sure to list each invoice number in the ACH payment notes.
Yes.
Begin entering a report as you normally do.
Steps: Submit a report → select the contract → choose the month/year → click Next → select Submit Report.
Following these steps will submit a zero-sales report.
No line items should be entered. $0.00 line items are not valid entries.
You are required to report sales under the contract under which they were originally priced, even if the contract has expired.
Process: Go to Submit Report under the Supplier Reporting dropdown. On the next screen, make sure the Supplemental Report radio button is selected. After selecting it, expired contracts will appear in the contract dropdown.
All locality entries should be recorded using the locality code found in the Requesting Entity List or in the locality dropdown. All K-12 schools must be listed under the locality where the school district is located. Please make sure you have reviewed each section of the valid values list: Agency, Local, and Other.
If you cannot locate the appropriate Requesting Entity, email SCMInfo@vita.virginia.gov and include the legal name and address of the entity. We will review the valid values list and create the appropriate entry if needed.
Manual entry users: Once SCM creates the value, it will appear in your dropdown list.
Upload users: SCM will provide the associated value and add it to the log in SRS. You will need to re-download the list to ensure you have the most up-to-date values.
When you log in to SRS, the report will appear in either the Past Due Reports section or your Current Due Reports list. You can edit it by clicking the pencil icon next to the corresponding month.
Yes.
For manual entry:
Submit your report, then email SCMInfo@vita.virginia.gov. The SRS Admin will review your submission and reply with confirmation and any required corrections. If updates are needed, the report will be returned to your account in draft status.
For the upload template method:
Email your completed template to SCMInfo@vita.virginia.gov. The SRS Admin will review it for errors and notify you when it is ready to be submitted, or provide the corrections needed before you submit it.
Depending on how you enter the information into your spreadsheet, you have two options:
After adding the data, format the relevant cells as Text and then include the leading zero.
After adding the data, insert an apostrophe (') before the FEIN along with the leading zero.
For example: '012345678.
The subcontractor information is entered as part of the payment entry.
If only a portion of a payment should be credited to a subcontractor, you will need to split the payment into two lines:
Line 1: The amount that should be attributed to the subcontractor, including the subcontractor details.
Line 2: The remaining amount, entered without any subcontractor information.
In manual entry, once you add a subcontractor to an entry, their information is saved and will appear in your subcontractor dropdown for future use.
A SWaM/DBE certified subcontractor is a business that has been certified by the Virginia Department of Small Business and Supplier Diversity (DSBSD) to operate as a SWaM/DBE in Virginia.
If you are working with a SWaM business certified in another state, it must also be certified in Virginia and listed in the DSBSD Certification Directory. If the business does not appear in the directory, you should enter its contact information in the subcontractor section of your report.
SRS receives a daily data feed from DSBSD, which automatically verifies SWaM status when you enter the subcontractor's FEIN.
When entering credits on your upload form, you must format negative amounts using the "-" symbol, not parentheses "( )".
Instructions:
1. Highlight the column.
2. Right-click and select Format Cells.
3. Choose Number under the Number tab.
4. Select the top negative number format (the one using a minus sign).