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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.
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).
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.
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.
Vendor Report Management System
Pre-recorded webcast to submit your Administration Fee through the VRM
VRM Admin Fee Job Aid – How to Generate an Invoice
VRM Admin Fee Job Aid – How to Pay an Invoice
VRM Admin Fee Job Aid – How to Request a Deferral or Adjustment to Your Invoice
VRM Admin Fee Job Aid – How to Add an Invoicing Contact
VRM Admin Fee Job Aid – How to Navigate Manual Invoicing
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).
Available Monday through Friday, 8:00 a.m. - 5:00 p.m.
