FAQ - Applying for Verification
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| Applying for Verification (Vendor Information Pages Database) | ||
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Does it cost me anything to apply for Verification?
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I am having login problems. Can you help me?
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How do I apply for Verification?
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Who has access to my application once I apply?
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This paperwork you are asking for does not comply with your Paperwork Reduction Act notice. You have no legal grounds for calling in the documents.
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Do I need to send all of the documents?
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How do I know which documents are required?
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What happens if I cannot locate some of the documents or my state does not require it so I do not have the document?
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How long do I have to submit the required documents?
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I am a start-up company so we do have some of the requested documents such as prior year tax returns?
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Are the documents I submit secure?
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Additional Documents/Revised Documents — What do I do if I learn that I need to revise my documents while it is in the middle of the application process? Can I submit revised documents(s) to correct my problem?
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Additional Documents/Revised Documents — How do I submit an additional document to support my application?
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Additional Documents/Revised Documents — What happens if I cannot get the documents to you on time?
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How long will it take before I receive a decision?
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How can I help speed the decision process for you?
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How do I appeal a denial letter?
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Where do I file an appeal?
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If I receive a denial letter, will my existing contracts be terminated?
1. Does it cost me anything to apply for Verification?
Verification is performed at no cost to the Veteran. It is a free service provided by the Department of Veterans Affairs.
2. I am having login problems. Can you help me?
If you are having password problems, enter your username and choose “Forgot Your Password?” to the right of your screen. Your password will be emailed to the primary email address listed in VIP.
If you are having problems logging in related to your user name, please email vip@va.gov and in the body of your email list your problem, your business name, DUNS number, and what you want you want your new user name to be. Include a brief sentence providing written consent for our staff to edit your profile.
3. How do I apply for Verification?
Application can only be submitted electronically by going to www.VetBiz.gov and clicking on “Register”. If you have any questions, please refer to the “Guide to Applying for Verification”. You may also contact the CVE Help Desk at (202) 303-3260.
4. Who has access to my application once I apply?
Your application is submitted to CVE. CVE maintains control of all documents relating to the Verification Program application. Only VA personnel and authorized VA Contractors cleared by VA’s Office of Security and Preparedness will have access to your information. Any information you submit to CVE will be used to verify your Veteran status and Veteran business ownership and control. All authorized personnel will comply with non-disclosure agreements and Privacy Act regulations.
Public Law 111-275 requires CVE to review business and financial documents to verify that the Applicant complies with the specific requirements of 38 CFR § 74. Verification is a voluntary program, which allows SDVOSBs and VOSBs to become eligible for Veterans First contracting opportunities with the Department of Veterans Affairs. If you do not wish to submit the required business documents and do not supply a reasonable letter of explanation, that is your right; however, your application will be withdrawn for failure to provide the required documentation. If there is not sufficient information to determine ownership and control, you risk being denied verification and having to wait six (6) months to reapply.
6. Do I need to send all of the documents?
Please submit all documents you have available. If you cannot provide one or more of the requested documents, you must provide a written letter of explanation detailing why you cannot provide the requested document.
7. How do I know which documents are required?
The list of required documents and document rationale is identified on your VIP Profile according to your organizational type and is also contained under the Document Rationale section of this Verification Assessment Tool.
You must provide a letter of explanation detailing why the document is not available. For further information on what should be included in the letter of explanation please refer to the special topic information below.
9. How long do I have to submit the required documents?
In order for your application to be considered as a “complete” application, you must have submitted all of the required documentation or a reasonable letter of explanation. During the initiation stage, your application will be review for completeness. If your application is not complete, you will receive an additional document request with a 30-day suspense date. If all of the requested documentation is not received within the 30 days, your application will be removed from active processing.
Do not worry; we understand that start-up companies may not have all of the required business documents, including tax returns. Please provide all available information at the time of submission. For the documents unavailable at the time of submission, you must submit a letter of explanation describing why the documents are not available. For further information on what should be included in the letter of explanation please refer to the special topic information below.
11. Are the documents I submit secure?
Yes, your documents are stored on a secure VA server. Only authorized and cleared personnel are authorized to access these documents.
There are some circumstances, when corrected documents can be provided by the business owner. This information must be brought to the attention of the Verification team before the recommendation has been completed. The Examination Team will generate a document request, which will enable a company to upload the correct document, to include a letter of explanation, which clearly explains the submission of the correct document. Once a recommendation has been completed and the application has been moved into the Evaluation stage, no further documents can be submitted.
If, an application has been moved into the Evaluation stage and the company wishes to include changed documents, unfortunately the company must withdraw their application at this time. Once the application has been withdrawn from the Verification process, the company will be able to upload the correct documentation and re-submit their application at anytime, without any penalties.
If documents are missing from an application, the Verification team will contact the business owners requesting the documents in question. Once all documentation has been submitted in support of an application, via the company’s VIP profile, a conformation email will be sent to the business owner.
14. Additional Documents/Revised Documents — What happens if I cannot get the documents to you on time?
You must withdraw your application until such time you have all the required documentation. Once you have all the necessary documentation, resubmit your application.
15. How long will it take before I receive a decision?
Verification determinations are issued as quickly as possible. By regulation, VA has 90 days, when practicable, following the receipt of a “complete application” which is defined as receiving both a fully executed application and all required supporting documentation.
16. How can I help speed the decision process for you?
Make sure you have all of your required business documents for the Verification Program uploaded to VIP. Check the email address on file in VIP regularly for correspondence, as this is one of the main forms of communications from our Verifiers. If anyone requests information from you, respond immediately to avoid your application being placed on hold.
17. How do I appeal a denial letter?
The appeal process, known as a Request for Reconsideration, is outlined on the final page of your initial denial letter. “If you wish to file a Request for Reconsideration, please submit a request letter that clearly and conclusively addresses each of the issues raised. In addition, you must provide official corporate or company documentation substantiating each claim made in your request. Screen shots or copies of business profiles in self-reporting databases do not qualify as official corporate records. Without adequate supporting documentation, we will have no rational basis for granting your Request for Reconsideration.
18. Where do I file an appeal?
Your request should be submitted via email to CVE at vacorecons@va.gov.
19. If I receive a denial letter, will my existing contracts be terminated?
Each contracting officer will make a determination as to the continuation of any existing contracts, with the assistance of VA legal counsel.
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