Payment to suppliers

If you supply and directly bill DVA for goods and services please read this page.

Note: You don't need to read this page if you are a supplier:

• whose invoices are processed by Medicare Australia
• who submits invoices via the internet to DVA's Veterans' Home Care system
• who submits invoices via the internet to DVA's RAPTOR system

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Preferred payment method

Electronic funds transfer (EFT) is DVA's preferred method of payment to suppliers of goods and services. The EFT direct credit payment system transfers payments electronically into your nominated bank, credit union or building society account.

By using this method of payment there is no change to the established terms of payment and there are no charges to you from the department for this service. By providing DVA with your financial institution account details please be assured that neither DVA nor its bank will be able to access any other data relating to your business's financial arrangements

The EFT payment system offers you significant efficiencies in payment receipt from DVA. For example:

• Payments will reach you quicker if transferred electronically.
• Fees and clearance delays associated with presenting cheques do not apply.
• The possibility of payments going astray is significantly reduced.

If you wish, DVA can send remittance information supporting your payments. That information can be sent to you as a fax or email.

To take advantage of payment by EFT, please complete the Direct Credit Consent form and return it to:

DVA Accounts Payable Team
GPO Box 9998
CANBERRA ACT 2601

Or fax/email the completed form to fax: (02) 6289 4734 email: accounts.payable.mailbox [at] dva.gov.au (accounts[dot]payable[dot]mailbox[at]dva[dot]gov[dot]au)

Please do not hesitate to contact the Accounts Payable Team on 1300 661 838 if you have any queries.

• Direct Credit Consent form (PDF 39 KB)
  Direct Credit Consent form (DOCX 15 KB)

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Invoice processing

Invoices rendered to DVA for provision of goods and services are processed in the following way, with the exception of:

• Safety, Rehabilitation and Compensation Act 1988 (SRCA) claims
• Military Rehabilitation and Compensation Act 2004 (MRCA) claims
• F-111 Deseal/Reseal Health Care Scheme claims
• Invoices processed by Medicare Australia
• Invoices submitted via the internet to DVA's Veterans' Home Care system
• Invoices submitted via the internet to DVA's RAPTOR system.

1. Supplier forwards invoice to a DVA office
2. DVA staff approve payment of the invoice
3. DVA staff send the invoice to DVA's Accounts Payable Team. The Accounts Payable Team is located in Canberra.
4. The Accounts Payable Team processes the invoice which generates a payment on the due date, and a remittance advice if requested.
5. All payment queries should be directed to the contact details appearing at the top of the remittance advice forwarded with each payment. The contact is generally the Accounts Payable Team in Canberra as they maintain original invoice documents.

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Frequently Asked Questions

The following provides answers to frequently asked questions regarding the method of payment to suppliers of goods and services to DVA.

When will my payment be credited to my financial institution account?

Your payment should be credited to your account on the payment due date.

How do I know what a payment is for?

A reference number will be displayed on your bank statement alongside your payment amount. The reference number will always begin with the letters DVA, so you will know the payment comes from Veterans' Affairs. DVA can also send you remittance advice detailing what the payment is for. Remittance advice can be sent to you as a fax or e-mail. The reference number that is displayed on your bank statement will also be displayed on your remittance advice, providing a convenient cross reference.

Do I have to receive a remittance advice?

No. If you do not wish to receive a fax or e-mail remittance advice we will not send you one.

When will my electronic remittance be sent?

Fax and e-mail remittances are sent the day before a payment is due to be credited to your financial institution account.

What happens if my fax or e-mail remittance advice cannot be delivered?

If your remittance advice cannot be delivered we will attempt to resend it using the requested method or by an agreed alternate method. If you do not receive your e-mail or fax, or you lose one, you may contact the Accounts Payable Team in Canberra on 1300 661 838 and request a resend. A remittance advice resend can be requested any time up to 1 year after payment was made.

What will my fax or e-mail remittance advice look like?

Fax and e-mail remittance advice have the same layout. When printed, they are A4 pages. Multiple pages are provided if the details of your payment relate to many invoices, or if DVA wishes to provide additional remittance information which cannot fit onto one page.

What information will be contained on my fax or e-mail remittance?

Your remittance advice will contain:

• The details of a contact to whom you should direct your queries.
• Your name and address
• The date of the remittance
• Your fax number or e-mail address
• Your lodgement reference: this is the reference used on your bank statement to identify the payment
• The total amount of the payment.

And for each invoice making up the payment:

• A DVA reference
• Your invoice number
• The invoice date
• The invoice amount
• Any additional remittance information provided by DVA.

What if I don't have a fax machine or an e-mail address?

DVA can provide paper remittance advice by post. Mailed advice will only be provided under exceptional circumstances.

Are e-mailed remittance advices sent over a secure network?

E-mailed remittance advice is sent over the internet. There is no additional security provided with e-mail remittance advices.

What is DVA's policy for sending personal or sensitive information in an e-mailed remittance advice?

DVA's policy is not to send personal or sensitive information over the internet. If your preference is to receive an e-mail remittance advice, it is recommended you also provide a fax number. The fax number may be used when personal or sensitive information is contained in a remittance advice.

What is the format of e-mailed remittances?

E-mailed remittances are sent to you as PDF attachments. To view the attachment you require Adobe Acrobat Reader software, Version 4 (V4) or later. If you don't have Adobe Acrobat Reader it is available for free from Adobe's website. The internet link to Adobe Acrobat Reader is also provided with each e-mailed remittance.

Which financial institution does DVA use to send direct credit payments?

The Reserve Bank of Australia (RBA) distributes all direct credit payments on behalf of DVA

Do DVA send the fax and e-mail remittances advice, or do they use a third party?

The Reserve Bank of Australia (RBA) distributes all electronic remittances on behalf of DVA.

Who do I contact if I have a query about my payment or my remittance advice?

Each remittance advice includes contact details. This contact should be your first point of call. Alternatively you can contact the Department by going to the Feedback page on the Department's website. These contacts can also be used to advise of any changes to your financial institution account or remittance address details.

How can I notify a change to my financial institution account or my remittance address details?

To notify a change of details, complete the Direct Credit Consent form and return it to:

• Direct Credit Consent form (PDF 39 KB)
  Direct Credit Consent form (DOCX 15 KB)

DVA Accounts Payable Team
GPO Box 9998
CANBERRA ACT 2601

Or fax/email the completed form to fax: (02) 6289 4734 email: accounts.payable.mailbox [at] dva.gov.au (accounts[dot]payable[dot]mailbox[at]dva[dot]gov[dot]au)

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