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Pay your quarterly administration fee

Effective October 2022, Statewide Contractors must use the Vendor Report Management system to report their sales activity for the previous quarter and remit the associated 1% Administration Fee.
Administration Fee payments are due to the Operational Services Division on or before 45 days following the close of each calendar quarter.

OSD Help Desk

Phone

Available Monday through Friday, 8:00 a.m. - 5:00 p.m.

The Details of Pay your quarterly administration fee

What you need for Pay your quarterly administration fee

Important Changes Effective October 2022 - New Administration Fee Payment Process and Revised Deadlines for Sales Reporting

Effective October 2022, Statewide Contract Vendors will use the VRM system to submit both their quarterly Sales Reports, as well as Administration Fee payments. This new process will affect FY23 Q1 (July 1, 2022 - September 30, 2022) Administration Fee payments. 

Revised Deadlines for Sales Reporting

Note that Sales Reporting deadlines will be revised beginning with FY23 Q1 reporting to accommodate the new Administration Fee reporting process. Sales Reports will be due 30 days after the conclusion of the calendar quarter: January 31, April 30, July 31, and October 31.

Administration Fee payment due dates will remain unchanged - 45 days after the conclusion of the calendar quarter: February 15, May 15, August 15, and November 15.  

If you have questions, contact the OSD Help Desk at 888-MA-State (627-8283).  

Additional Administration Fee Guidance

Administration Fee payments also apply to any quarter that the contractor participates on the contract less than a full calendar quarter (i.e. if the contract starts after the first day or ends before the last day of the quarter). Statewide Contractors who fail to make prescribed quarterly Administrative Fee payments will be considered in breach of contract.

Quarterly Administration Fee Schedule

 
Reporting Period Due Date
January 1 - March 31 May 15
April 1 -  June 30 August 15
July 1 - September 30 November 15
October 1 - December 31 February 15

Two contacts for your business – the Invoicing Contact and the Primary Sales and SDP Reporting Contact – will receive Administration Fee notices from the VRM system notifying them that the invoice is available for payment. Ensure these contacts are accurate in the VRM system.

How to pay Pay your quarterly administration fee

Effective October 2022, once vendors submit their quarterly Sales Report through the VRM and the report is accepted by OSD, vendors will receive an email from the VRM system advising that their Administration Fee invoice is available for payment. The invoice is calculated based on 1% of reported sales.

Vendors will log into the VRM system to submit their Administration Fee payment. As before, vendors may submit payments by Automated Clearing House (ACH) debit or by credit card (a 2.79% convenience fee will be assessed for credit card payments). Vendors no longer will need a Control Number to submit their Administration Fee payments.

Next steps for Pay your quarterly administration fee

Pay through the Vendor Report Management (VRM) system

More info for Pay your quarterly administration fee

Statewide Contractors who have questions about the Administration Fee process are encouraged to visit our Administration Fee Frequently Asked Questions page. For additional questions, send an email to the OSD Help Desk or call 888-MA-State (627-8283). 

Contact for Pay your quarterly administration fee

Phone

Available Monday through Friday, 8:00 a.m. - 5:00 p.m.

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