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VA » Office of Small & Disadvantaged Business Utilization » Frequently Asked Questions » Applying for Verification FAQs

Office of Small & Disadvantaged Business Utilization

Applying for Verification FAQs

(Vendor Information Pages Database)

Does it cost me anything to apply for Verification?
I am having login problems. Can you help me?
How do I apply for Verification?
Who has access to my application once I apply?
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.
Do I need to send all of the documents?
What is a DUNS number?
Why is my business required to have a DUNS number?
How do I know which documents are required?
What happens if I cannot locate some of the documents or my state does not require it so I do not have the document?
How long do I have to submit the required documents?
I am a start-up company so we do not have some of the requested documents such as prior year tax returns?
Are the documents I submit secure?
How long will it take before I receive a decision?
How can I help speed the decision process for you?
How do I appeal a denial letter?
Where do I file an appeal?
If I receive a denial letter, will my existing contracts be terminated?
I submitted the required documents when I first applied and was approved using that documentation. Why do I need to resubmit my documents in order to apply for Reverification?
How many times may a company receive a pre-decision letter per verification application?
What is an Authorized Representative?
Is a non-Veteran owner automatically an Authorized Representative?
How can a Veteran add an Authorized Representative?
Does CVE accept emails from a non-Veteran owner or someone who is not listed as an Authorized Representative?
What is the purpose of the Verification Counselor program?
Does the Center for Verification and Evaluation accept and/or translate business documents that are in languages besides English?
What is the correct way to sign documents electronically in my Vendor Information Profile (VIP) Page?
What does CVE mean by 'Clarifying Documents'?
What does CVE mean by "Missing Documents"?
What does CVE mean by "Incomplete Documents"?
What is a 'Detailed Letter of Explanation' (DLOE)?

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?

Yes. For all login issues including if you have forgotten your username and/or password, please contact the CVE Call Center at 866–584–2344. When you call in, you will need to have the company name and DUNS number. Login information will only be provided to Authorized/Manage Reps.

3. How do I apply for Verification?

Please see Verification Application Instructions. CVE also hosts webinars about the Verification Process. Check the CVE webinar schedule for upcoming trainings and virtual town hall meetings.

4. Who has access to my application once I apply?

Once 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.

5. 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.

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 detailed letter of explanation (DLOE) telling why you cannot provide the requested document. For additional assistance, please see the Required Documents for VIP Application. For more information about the DLOE, please see the Revised Terms fact sheet.

7. What is a DUNS number?

The Data Universal Numbering System (DUNS) number is the unique identifier by which CVE applications for the Veterans First Contracting Program are processed. For additional assistance, please see The Data Universal Numbering System (DUNS) fact sheet.

8. Why is my business required to have a DUNS number?

The Federal Funding Accountability and Transparency Act, Public Law 109–282, requires that information concerning entities receiving Federal contracts and sub-contracts be maintained in a single, searchable website (see 120 Stat. 1186). One of the data elements required to be on the website is a unique identifier for the entity receiving an award. For additional assistance, please see The Data Universal Numbering System (DUNS) fact sheet.

9. 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 Required Documents.

10. What happens if I cannot locate some of the documents or my state does not require it so I do not have the document?

You must provide a detailed letter of explanation (DLOE) explaining why the document is not available.

For more information about the DLOE, please see the Revised Terms fact sheet.

11. How long do I have to submit the required documents?

For a list of documents required at the time of application and documenation rationale please see the Required Documents.

12. I am a start-up company so we do not have some of the requested documents such as prior year tax returns?

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 detailed letter of explanation (DLOE) describing why the documents are not available. For more information about the DLOE, please see the Revised Terms fact sheet

13. 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.

14. How long will it take before I receive a decision?

Verification determinations are issued as quickly as possible. By regulation, VA has sixty (60) 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.

15. 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.

16. 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.”

17. Where do I file an appeal?

Your request should be submitted via email to CVE at vacorecons@va.gov.

18. 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.

19. I submitted the required documents when I first applied and was approved using that documentation. Why do I need to resubmit my documents in order to apply for Reverification?

In accordance with 38 Code of Federal Regulations (CFR) Part 74.27, “the VA intends to store records provided to complete the VetBiz Information Pages registration fully electronically on the Department’s secure servers.” The Center for Verification and Evaluation (CVE) requires that all Veterans applying for inclusion in the Veterans First Contracting Program upload their documents to the Vendor Information Pages (VIP). Previously submitted documents are housed on a secure Department of Veterans Affairs network. For additional assistance, please see Reverification Process for Eligible Businesses fact sheet.

20. How many times may a company receive a pre-decision letter per verification application?

A company may only receive one pre-decision letter per verification application. So long as CVE is conducting a pre-decision program, for each such application, the applicant is eligible to receive a pre-decision letter.

For additional assistance, please see Pre-Decision fact sheet.

21. What is an Authorized Representative?

An Authorized Representative or Manage Rep is a person or persons designated as such by the individual that created the profile in the Vendor Information Pages (VIP) Database. This person is authorized to discuss the company’s application.

22. Is a non-Veteran owner automatically an Authorized Representative?

No. A non-Veteran owner is not automatically an Authorized Representative unless the Veteran owner has identified the non-Veteran owner as an Authorized Representative on the company’s VIP profile.

23. How can a Veteran add an Authorized Representative?

A Veteran can add an Authorized Representative to the company’s profile at any time once the company has received a determination letter. If the Veteran has questions or experiences difficulties doing so, he or she may contact Customer Service at (866) 584-2344. While Customer Service will not enter or remove information on behalf of the Veteran, it may provide guidance on how to navigate VIP.

24. Does CVE accept emails from a non-Veteran owner or someone who is not listed as an Authorized Representative?

Yes. There is currently no policy or regulation that prohibits CVE from accepting emails from a non-Veteran owner or persons not listed as Authorized Representatives. However, CVE will not discuss the specifics of a company’s case with anyone who is not listed as an Authorized Representative.

25. What is the purpose of the Verification Counselor program?

The Center for Verification and Evaluation (CVE) is highly supportive of the Verification Counselor program. This program provides a valuable service to Veterans who applied or intend to apply for verification. CVE provides a list of certified counselors on its Website to inform applicants about the Verification Counselor program and to encourage Veterans to use this valuable resource.

For more information about the Verification Counselor program or to find a counselor in your area, please visit the Verification Counselor Page.

26. Does the Center for Verification and Evaluation accept and/or translate business documents that are in languages besides English?

The Center for Verification and Evaluation (CVE) only accepts documents that are in English and does not provide any translation for documents that are not in English. According to the Federal Acquisition Regulation (FAR), Federal agencies are allowed to require submissions in English. As the Veterans First Contracting Program is a procurement program, CVE applies this requirement. For more detailed information please see the Submitting Documents in English Fact Sheet.

27. What is the correct way to sign documents electronically in my Vendor Information Profile (VIP) Page?

The signatures on VA Form 0877 will auto populate once it is completed. The signature on the VIP application/questionnaire will have to be signed electronically. The signature on the VIP application/questionnaire must match the signature provided on VA Form 0877. If the signatures do not match, the application will have to be completed again. The digital signatures on the VIP application/questionnaire cannot be altered after it has been submitted.

For more detailed information please see the Signing Documents Electronically Fact Sheet.

28. What does CVE mean by 'Clarifying Documents'?

After review of the application and, in particular, the content of the documentation, CVE determines that it needs additional documents to clarify or support statements made in the application.

For additional clarification, please see the Revised Terms Fact Sheet.

29. What does CVE mean by "Missing Documents"?

The applicant did not send the documents with its application OR, the firm did not send the document requested.

For additional clarification, please see the Revised Terms Fact Sheet.

30. What does CVE mean by "Incomplete Documents"?

Documents that have not been provided in their entirety which may include documents that with blank or missing pages as determined by the page count or documents where a signature(s) is required to fully execute the document.

For additional clarification, please see the Revised Terms Fact Sheet.

31. What is a 'Detailed Letter of Explanation' (DLOE)?

When documentation is not available, DLOE can be provided to Support an application. Supporting information submitted with the application or as requested by CVE that provides an explanation regarding an application.

For additional clarification, please see the Revised Terms Fact Sheet.