Submit State Vehicle Maintenance, Repair Invoices

State vehicle maintenance and repair vendors can submit invoices for payment to the Department of General Services (DGS). 

While DGS will continue to accept invoices by mail or fax, our vendors are highly encouraged to submit invoices electronically in PDF format to the new Fleet Operations Service Portal at the link below. Please only submit vendor invoices once as multiple submittals of the same invoice will cause payment delays. 

Service Portal

Invoices that are submitted through the Service Portal will have the benefit of tracking their invoices through OFAM. Users will receive email notifications when an invoice has successfully been submitted, completed and/or comments have been added to the ticket.

Paper Invoices

Paper invoices must comply with legal and quality requirements to guarantee that they meet the criteria for payment. All paper-based invoices are scanned and processed as an electronic image. Paper quality is a very important factor that affects the scanning process. If an invoice is received with poor paper quality, it impacts the success of the scanning process, which can then affect timely payment. Bright colored backgrounds or fonts, unclear information or even handwritten numbers or dates on invoices are elements that can diminish scan quality. The preferred format for the scanning process is a black and white computer generated invoice.

Send your invoice to:

Service Portal: https://dgs.service-now.com/ofamfs
Fax: (916) 376-6355
Phone: (916) 928-4640
Mail:

Department of General Services
Office of Fleet and Asset Management
Attention: Fleet Invoicing Unit
1700 National Drive
Sacramento, CA 95834

For more information, please see Invoice Processing Frequently Asked Questions.

For help registering on the Service Portal site, please see our Resources section below.

For PSAS Payment Inquiries, please call 1 (866) 767-5956.

Resources

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Any invoices with incorrect or missing information will be returned to the vendor with an Invoice Dispute Notification that explains the reason the invoice cannot be processed.

DGS is unable to accept the following documents as “Invoices”: 

  • Estimates or Work Orders
  • Email conversations or notes
  • Written conversations or renderings
  • Drawings and technical specifications
  • Statements of account
  • Third party invoices
  • Maintenance and repairs exceeding $500 from an OFAM approved auto repair vendor or exceeding $350 from a non-OFAM approved auto repair vendor requires approval by an Inspector of Automotive Equipment. The Inspector will contact the owning agency for authorization before proceeding with any repair or service. To contact your local inspector please click the link below:
    • Directory of Automotive Inspectors
  • Invoices for DGS-owned vehicles are processed and paid by DGS. All DGS-owned vehicles are equipped with a vehicle equipment ID (800xxxxx). Invoices from other agency-owned vehicles will be stamped with approvals and returned to the owning agency for payment.
  • Splitting invoices to avoid the state’s cost limit and approval process is prohibited. Doing so may be grounds for disciplinary action by the employing agency and jeopardize doing future business with the vendor.
  • State motor vehicles and general use mobile equipment require preventive maintenance and service in accordance with the OFA 271 and the manufacturers’ recommended intervals.
  • Accident repairs that exceed $500 require quotes from three (3) vendors or a Non-Competitive Bid justification. The bids or justification shall be submitted to the Inspector of Automotive Equipment with a copy of the Report of Vehicle Accident (STD 270).
  • State employees are encouraged to work with their local Inspector of Automotive Equipment to identify and build a network of quality commercial repair vendors in their area to help maintain their fleet.

Contact

Fleet Invoicing Unit

Department of General Services
Office of Fleet and Asset Management

1700 National Drive
Sacramento, CA 95834

Phone: (916) 928-4640

Fax: (916) 376-6355

Service Portal

Announcement

 **Beginning September 14, 2020, all questions and requests will need to be submitted through the new Fleet Operations Service Portal at https://dgs.service-now.com/ofamfs.

Registration is required. All questions and concerns regarding registration can be directed to FleetServices@dgs.ca.gov. Please include “Registration” in the subject line of your email, for a timely response. **