Contractor Payment Information Booklet

DFAS-CO

April 4, 2018

Accounts Payable

Contractor and Vendor

Payment Information Booklet

Defense Finance and Accounting Service

TABLE OF CONTENTS

Table of Contents

Introduction to this Guidebook...….……………………………………………………..…….. 4

etting Started - Registration Requirements……………………………………….………...5

 Important Pre-Registration Facts

 SAM Registration

 Obtaining a Commercial and Government Entity (CAGE) Code

 Obtaining a Dun and Bradstreet Universal Numbering System (DUNS)

 Obtaining a Taxpayer Identification Number (TIN)

Getting Started - Pertinent Payment Regulation and Policy Information………….…….9

 Prompt Payment Act- Computation of Payment Due Date

 Fast Pay

 Requirements for Electronic Submission of Invoices and Receiving Reports

 Requirements of a Proper Invoice

 Required Supporting Documentation

 Discounts

 First Article Acceptance

 Evidence of Shipment

 Packing, Packaging, Marking and Shipment

 Payment Addressing

 Shipment Acceptance and Payment

 Shipment Number Construction and Usage

Getting Paid - Electronic Submission of Payment Requests……………………………..17

 Invoicing, Receipt, Acceptance and Property Transfer (iRAPT) – (formerly WAWF)

 iRAPT and WAWF e-Business Suite Resources for Contractors and Vendors

 Electronic Data Interchange (EDI) Invoices

Getting Paid - Financing Payment Requests……………………………………………......21

 Cost Vouchers

 Progress Payments

 Progress Payments under Construction Contracts

 Performance Based Payments

 Commercial Item Financing

Getting Paid - Special DD Form 250/Invoicing Requirements…………………………....27

 DD form 250 Used as an Invoice

How to Avoid Payment Delays - Most Common Errors……………………………………28

 Erroneously marking the Contract Administration Office (CAO) copy of the DD Form 250 as an Invoice

 Preparation Errors on DD Form 250 and Invoice

 Absence of Shipment Number on Invoice

 Non-compliance with Contractual Billing Terms

 Lapse of System for Award Management (SAM) Registration

TABLE OF CONTENTS

Payment Errors - Returned Checks, Recertified Checks, Refunds, and

Contractor/Vendor Debt Cases……………………………………………..…..……………...30

 Returned Checks

 Recertified Checks

 Demand Letters

 Refunds

 Payment Offset

 Debt Management Office (DMO)

 United States Treasury Cross-Servicing Program

Customer Service Information - Online Tools……………..…………….………………….32

 myInvoice (formerly Vendor Pay Inquiry Service - VPIS)

 MOCAS Data Sharing Initiative (MDSI)

Customer Service Information - Customer Support Office……........…………………….35

 Routine Payment Questions

 Special Payment Questions

 Contacting the Customer Support Office

Appendix I - Material Inspection Receiving Report (DD Form 250).………….………….41

 Sample DD form 250

 Instructions for Completion of DD Form 250

INTRODUCTION

Introduction

his edition of the Contractor and Vendor Payment booklet includes revised and/or

expanded information concerning electronic commerce, Material Inspection and Receiving

Report (Defense Department Form 250) processing, financing payments (PPRA, PPRB,

PBPA, & PBPB), regulatory requirements, and customer service.

e are providing this informational booklet to assist you in preparing payment

documentation, and to avoid billing errors that result in payment delays. Through this

partnership, we can increase the accuracy and timeliness of your payment.

Your review of and adherence to this guidance will help minimize problems and

make the payment process flow more smoothly. The information is intended to explain the

payment requirements of numerous laws, regulations, and standard contract provisions.

However, regulatory changes occur often, and in the event of conflict, the applicable laws,

regulations, and contract provisions take precedence over the guidance in this guidebook.

he Defense Finance and Accounting Service (DFAS) is the finance and

accounting organization for the Department of Defense. DFAS Accounts Payable

Operations is responsible for entitlement determination and payment to all businesses

that have provided goods or services to the Department of Defense. In Fiscal Year (FY)

17, DFAS Accounts Payable made approximately 11.9 million commercial invoices, with

a total disbursement value of $554 billion.

e are continually improving our systems and processes to increase our speed and

efficiency in delivering this service to you. However, the quality of our service also depends

on the accuracy of information provided in your invoice and DD Form 250.

f you have problems or questions about payments for Contract Administration

Services (CAS) contracts, we encourage you to use the points of contact listed in the

Customer Service Information section on pages 37-40. Begin with our toll-free Customer

Service numbers in each Operating area. Within each Operational area, unresolved

problems may then be elevated for resolution. It should be noted that research tools are

available to contractors and vendors that may be used to answer routine questions such as

the status of invoice payments; these include the myInvoice and MOCAS Data Sharing

Initiative (MDSI) that are discussed on page 34.

REGISTRATION REQUIREMENTS

Getting Started – Registration Requirements

To ensure the timely and accurate receipt and exchange of payment information,

there are some preliminary steps that must be taken to register your company with the

Federal Government. Required registration data is outlined in this section.

Important Pre-Registration Facts

1. All organization/entity information MUST BE IDENTICAL IN BOTH DUNS and SAM.

• You cannot enter one address for DUNS and then a different address for SAM. This

will cause a system error and result in significant delays.

• You cannot have unequal spacing between words in the primary contact information

fields. Be very precise when entering all data.

2. Certain internet browsers work better than others for navigating the SAM system. If you

have technical difficulties, read “Browser Settings for Optimal Use of SAM”:

• https://www.samm.dsca.mil

3. Obtaining a CAGE or NCAGE code is an important first step in this process.

4. For SAM Customer Service, contact:

• Federal Service Desk: www.fsd.gov

• US Calls: 1-866-606-8220

• International Calls: 334-206-7828

• DSN: 94-866-606-8220

5. There is no registration fee for DUNS or SAM for any organization that is a (or is applying

for) financial assistance recipient of the US government, including contracts, grants, and

cooperative agreements. There are businesses that will assist in registration for a fee, but

you are not required to make payment to any DUNS representatives for purposes of

contracts, grants, or cooperative agreements.

SAM Registration

The System for Award Management (SAM) is an official website of the U.S. government.

There is no cost to use SAM. You can use this site to:

• Register to do business with the U.S. government

• Update or renew your entity registration

• Check status of an entity registration

• Search for entity registration and exclusion records

• And much more

Getting Started:

You must have an active registration in SAM to do business with the Federal

Government. To register in SAM, at a minimum, you will need the following information:

U.S. Registrants:

1. Your DUNS Number, Legal Business Name, and Physical Address from your

Dun & Bradstreet (D&B) record.

o If you don't already have one, you can request a DUNS Number from D&B at

http://fedgov.dnb.com/webform

REGISTRATION REQUIREMENTS

2. Your Taxpayer Identification Number (TIN) and Taxpayer Name associated with

your TIN. Review your tax documents from the IRS (such as a 1099 or W-2 form)

to find your Taxpayer Name.

3. Your bank's routing number, your bank account number, and your bank account

type, i.e. checking or savings, to set up Electronic Funds Transfer (EFT)

International Registrants:

1. Your NATO Commercial And Government Entity (NCAGE) Code.

o If you don't already have one, you can request an NCAGE Code online at

https://eportal.nspa.nato.int/AC135Public/scage/CageList.aspx.

2. Your DUNS Number, Legal Business Name, and Physical Address from your

D&B record. Make sure your DUNS information and NCAGE information match.

o If you don't already have one, you can request a DUNS Number from D&B

http://fedgov.dnb.com/webform.

Obtaining a Commercial And Government Entity (CAGE) Code

The Commercial And Government Entity (CAGE) Code is a five-character ID number

used extensively within the federal government, assigned by the Department of Defense’s

Defense Logistics Agency (DLA). The CAGE code is used to support a variety of

mechanized systems throughout the government and provides a standardized method of

identifying a given legal entity at a specific location. The code may be used for a facility

clearance, or a pre-award survey

CAGE codes for entities located outside the United States are called NATO

Commercial and Government Entity (NCAGE) codes. NCAGE codes are assigned

internationally as part of the NATO Codification System (NCS), and are required for all

foreign entities or the registration will be considered incomplete.

You do not need to have a CAGE code prior to registration, once the Entity

Registration is submitted for processing; information will be routed to DLA for CAGE code

assignment. Once the CAGE code has been approved, it will be sent back to SAM and

added to the Entity Registration.

If for any reason, there is an issue with your CAGE code, you will receive an email

notification, please follow the instructions in the email to address these issues. If you would

like further clarification on the error DLA is the government agency responsible for

administering CAGE codes. You should email or call the DLA Customer Interaction Center

to clarify the error. Agents are available 24 hours a day, 7 days a week, including holidays.

Once the error is cleared then you can go back in SAM and resubmit your registration.

• Toll Free: 1-877-352-2255

• Commercial: 1-269-961-7766

• Email: dlacontactcenter@dla.mil

Obtaining a Dun and Bradstreet Data Universal Numbering System (DUNS) Number

REGISTRATION REQUIREMENTS

Dun & Bradstreet (D&B) provides a DUNS Number (a unique nine-digit identification

number) for each physical location of your business. DUNS Number assignment is free for

all businesses required to register with the US Federal government for contracts or grants.

If your organization does not have a valid DUNS number, you must request one using

one of the methods below. Regardless of the method used, requesting the DUNS number

for the first time is free of charge. Please be aware that requesting and renewing a DUNS

number may take up to 30 business days.

• Via the DUNS website at http://fedgov.dnb.com/webform:

o The DUNS website has information available in English only. Requesting a

DUNS number is free of charge.

• Via an international DUNS office:

o http://www.dandb.com/international/

o http://www.dnblatam.com/DUNSRequest/ESP_Contacts.asp

If your organization already has a DUNS number, please verify that it is valid. The

DUNS number must be renewed on an annual basis by either of the two methods below:

• Directly through the DUNS website. No fee is charged.

• Contacting the international DUNS office in your country. A fee is charged depending

on locality and urgency of request. Contact information can be found here:

o http://www.dandb.com/international/

o http://www.dnblatam.com/DUNSRequest/ESP_Contacts.asp

Obtaining a Taxpayer Identification Number (TIN)

The TIN is an identification number required by the Internal Revenue Service (IRS) for

reporting income taxes and other returns. The TIN for contract and vendor payment is

typically either a Social Security number (SSN) to identify an individual or an Employer

Identification Number (EIN) that is used to identify a business entity.

• The Social Security Administration (SSA) is responsible for issuing SSNs to

individuals upon receipt of a completed Social Security (SS) Form 5. Individuals may

obtain this form from the SSA web site at http:www.ssa.gov.

• The IRS assigns the Employer Identification Number (EIN). It is also known as a

Federal Tax Identification Number, and is used to identify a business entity. You may

apply for an EIN in various ways, including the IRS website at the following address:

https://sa1.www4.irs.gov/modiein/individual/index.jsp. This is a free service offered

by the Internal Revenue Service. You must check with your state to determine if a

state number or charter is required.

The Standard Form (SF) 1099 is used by DFAS to report tax information to the Internal

Revenue Service (IRS) for contractors and vendors. The SF 1099 will be reported to the

IRS, and issued to contractors and vendors in the following three situations:

• SF 1099-MISC is used to report vendor earnings for individuals and partnerships.

REGISTRATION REQUIREMENTS

• SF 1099-Interest is used to report prompt payment interest disbursements to

contractors and vendors.

• SF 1099-C issued to contractors and vendors for cancelled debt cases exceeds

$600 will also be reported to the IRS.

To apply for recognition by the IRS of tax exempt status under section 501( c)(3) of the

Code, use Form1023, Application for Recognition of Exemption and its instructions.

Frequently asked questions about applying for exemption, and the Form 1023 specifically,

are also available.

PERTINENT PAYMENT INFORMATION

Getting Started – Pertinent Payment Regulation and

Policy Information for Contractors and Vendors

Prompt Payment Act – Computation of Payment Due Date

The Prompt Payment Act (PPA) requires Federal agencies to make invoice payments in

a timely manner. Payment due dates are calculated in accordance with Federal Acquisition

Regulation (FAR) 52.232-25. The due date for making invoice payments by the designated

payment office shall be the later of the following two events (excluding the exceptions noted

in FAR 52.232-25):

1) The 30

th day after the designated billing office has received a proper invoice from the

Contractor.

2) The 30

th day after Government acceptance of supplies delivered or services

performed by the Contractor. However, if the designated billing office fails to

annotate the invoice with the actual date of receipt, the invoice payment due date

shall be deemed to be the 30

th day after the date the Contractor's invoice is dated,

provided a proper invoice is received and there is no disagreement over quantity,

quality, or Contractor compliance with contract requirements.

If we fail to make timely payment on a proper invoice, we will issue a payment for

interest in accordance with applicable laws. Payments for contract financing provisions,

such as progress payments (for other than construction or architect-engineer contracts) are

not subject to the Prompt Payment provisions. With the passage of Section 1010 of the

National Defense Authorization Act for FY 2001, prompt payment interest is now applicable

to interim cost vouchers on cost-reimbursement service contracts. While the passage of

this act does not change the DoD policy for paying these vouchers within 14 days or less, it

does mandate that interest be paid on these vouchers if we don't pay them within 30 days.

Additional provisions are covered in 5 CFR (Code of Federal Regulations) Part 1315,

Prompt Payment (formerly Office of Management and Budget (OMB) Circular A-125).

Fast Pay

If Federal Acquisition Regulation (FAR) 52.213-1, Fast Pay Procedures, is specified in

your contract, you have the option to not prepare and distribute the DD Form 250 prior to

requesting payment. If you exercise this option, your invoice must be prominently marked

“Fast Pay” via manual or electronic means. Invoices not prominently marked “Fast Pay”

may be accepted by the payment office for fast payment; however, if the payment office

declines to make fast payment, the contractor will be paid in accordance with procedures

applicable to invoices which the fast payment clause does not apply. All Fast Pay

payments must still receive acceptance for processing from the approval authority after the

payment is made.

PERTINENT PAYMENT INFORMATION

Requirements for Electronic Submission of Invoices and Receiving Reports.

DFAS regulations require contractors and vendors to submit payment requests and

receiving reports in electronic form. Invoicing, Receipt, Acceptance and Property Transfer

(iRAPT (formerly WAWF)) is the accepted electronic method for the submission of payment

requests and receiving reports; however, the Electronic Data Interchange (EDI) method still

has limited use by DFAS Accounts Payable activities. Exceptions to the requirement for

electronic submission are outlined in DFARS 252-232.7002.

These exceptions are as follows:

• Purchases paid for with a Government-Wide commercial purchase card.

• Awards made to foreign vendors for work performed outside the United States.

• Classified contracts on purchases when electronic submission and processing of

payment requests could compromise the safeguarding of classified information or

national security.

• Contracts awarded by deployed contracting officers in the course of military

operations.

• Purchases to support unusual or compelling needs of the type described in FAR

6.302-2.

• Cases in which the DoD is unable to receive payment requests or provide

acceptance in electronic form.

• Cases in which the contracting officer administering the contract for payment has

determined, in writing, that electronic submission would be unduly burdensome to

the contractor.

For payment of commercial transportation services provided under a Government rate

tender or a contract for transportation services, the use of a DoD-approved electronic third

party payment system or other exempted vendor payment/invoicing system (e.g.,

PowerTrack, Transportation Financial Management System, and Cargo and Billing System)

is permitted, DFARS 252.232-7003(b). If one of these systems is authorized it will be

reflected in Section G of the contract.

PERTINENT PAYMENT INFORMATION

Requirements of a Proper Invoice.

The following correct information constitutes a proper invoice per Prompt Payment Act

standards, and/or is required documentation for payment requests submitted to the DFAS

payment offices:

(1) Name and address of contractor or vendor.

(2) Invoice date.

(3) Contract number (including the order/call number where applicable), or other

authorization for delivery of goods or services. Note: Do not use the Bid or

Solicitation number.

(4) Invoice number, account number, and/or any other identifying number agreed to by

contract.

(5) Shipment Number, including the date (where applicable). Same as Block 2 of the DD

Form 250. (See “Shipment Number Construction and Usage”, page 13 for format.)

(6) Description: line item number, National Stock Number, Manufacture’s Part Number,

unit of measure, quantity shipped, unit price, and extended amount, where

applicable.

(7) Shipping and payment terms (unless mutually agreed that this information is only

required in the contract); including terms of any discount for prompt payment offered.

(8) Taxpayer Identifying Number (TIN), unless agency procedures provide otherwise.

(9) Electronic Funds Transfer (EFT) banking information, unless agency procedures

provide otherwise, or except in situations where the EFT requirement is waived

under 31 CFR 208.4.

(10) Point of Contact (POC) name (where practicable), title and telephone number of

person to notify in the event that the invoice is defective.

(11) Other substantiating documentation or information required.

PERTINENT PAYMENT INFORMATION

Required Supporting Documentation.

Prior to disbursing funds, the disbursing office must be furnished with supporting

documentation, that serves as evidence that a legal disbursement of public funds can be

made. These supporting documents ordinarily consist of:

• Contracts, purchase orders, Grants and/or Cooperative agreements

• Invoices from contractors

• Receiving reports furnished by offices receiving the property or services

• Performance based payment event schedules

The following information from receiving reports, delivery tickets, and evaluated

receipts is required as payment documentation:

1. Name of Vendor/Contractor.

2. Contract or other authorization number.

3. Description of goods or services.

4. Quantities received, if applicable.

5. Date(s) goods were delivered or services were provided.

6. Date(s) goods or services were accepted.

7. Signature (or electronic alternative when supported by appropriate internal controls),

printed name, telephone number, mailing address of the receiving official, and any

additional information required by the agency.

8. Except in situations where the EFT requirement is waived under 31 CFR

208.4. The contract will stipulate that banking information must be submitted no later

than the first request for payment.

9. If using Fast Payment, the proper FAR clause stipulating Fast Payment is required.

PERTINENT PAYMENT INFORMATION

Discounts

Time periods for discounts are calculated differently than in commercial practice.

Federal Acquisition Regulation 52.232-8 along with FARS 32.906 establish these rules:

• For contracts issued on or after October 1, 1982, but prior to March 31, 1989:

o Acceptance of material at your facility. The time is computed from the

date of delivery of supplies to the carrier or from the date a proper invoice

is received at the designated payment office, whichever is later. If your

invoice contains errors and must be returned for correction, the time

period for discount purposes starts again when the corrected invoice is

received.

o Acceptance at destination. The time is computed from the date of

delivery of material to the correct destination or from the date a proper

invoice is received, whichever is later.

• For contracts issued on or after April 1, 1989, the provisions of the Prompt

Payment Act Amendment (PPAA) of 1988 apply. The discount period is

computed from the date of your invoice. Mail time counts against the discount

period.

Delays in submitting either a proper DD Form 250 to the Contract Administration

Office or a proper invoice to the payment office will impair our ability to process payments in

a timely manner.

If your invoice offers discount terms better than those specified by the contract, we

will take the better of the terms offered. You may offer a discount on your invoice even

though the contract terms are net 30 days.

In all cases, we reserve the right to refuse any discount if the annual rate of return on

the discount is less than the rate in effect at the time, as established by the US Treasury

department.

In determining whether or not a discount is earned, the date of the Government

check or Electronic Funds Transfer (EFT) will serve as the date an invoice is considered to

be paid.

If a payment due date is not clearly defined, then we will use the same method as

when evaluating a standard payment due date, which is also the date on which interest will

begin to accrue if a payment is late. The standard payment due date is determined by the

following:

1) On the later of:

a. For mailed invoices, the date a proper invoice is actually received by a

designated government agency office. For invoices electronically

transmitted, the date a readable transmission is received by the

PERTINENT PAYMENT INFORMATION

designated agency office, or the next business day if received after

normal working hours.

b. The seventh day after the date on which the property is actually delivered

or performance of the services is actually completed; unless:

i. The agency has actually accepted the property or services before

the seventh day in which case the acceptance date shall substitute

for the seventh day after the delivery date

ii. A longer acceptance period is specified in the contract, in which

case the date of actual acceptance or the date on which such

longer acceptance period ends shall substitute for the seventh day

after the delivery date

2) On the date placed on the invoice by the contractor, when the agency fails to

annotate government received date at the time of receipt (such invoice must be a

proper invoice).

3) On the date of delivery, when the contract specifies that the delivery ticket may

serve as an invoice.

The Government is authorized to take a discount on the recoupment amount of

invoices subject to liquidation, whether or not the discount offered has expired. Where a

payment has already been made (as in the case of Progress Payments), the Government is

entitled to a discount on any part of material payments applied in the liquidation of Progress

Payments. A determination is made on whether the discount terms have been met or not.

If the discount conditions are met, the discount

is taken against the gross amount of

the invoice. When the conditions are not met, the discount is taken against the amount of

the recoupment. An example of the process follows:

When discount conditions are met When discount conditions are not met

$1,000,000 $1,000,000

1% (discount) 80% (recoup)

$ 10,000 $ 800,000

$ 800,000

$ 990,000 (invoice less discount) 1% (discount)

(800,000) = 80% full invoice amount $ 8,000

$ 190,000 (check amount)

$ 992,000

(800,000)

$ 192,000 (check amount)

The discount calculator is useful in determining discounts that are advantageous to

the government and can be found on the Prompt Payment website:

https://www.fiscal.treasury.gov.

PERTINENT PAYMENT INFORMATION

First Article Acceptance

If your contract requires “first article approval,” do not ship or invoice production items

until the first article approval has been received from the Procurement Contracting Officer

(PCO). Reference: FAR 52.209-3, 52.209-4.

Evidence of Shipment

If your contract specifies origin acceptance and FOB Destination, you must retain and

make available to the payment office as necessary Evidence of Shipment (EOS). If

shipment is made by:

• Common carrier. (A signed copy of the bill of lading indicating carrier's receipt of

material for delivery to the destination specified in the contract.)

• US Postal Service. (Certificate of Mailing.)

• Other than common carrier or parcel post (e.g., by your company truck; a

receipt copy of your delivery document)

Failure to provide EOS when requested will delay payment. A statement indicating

receipt of the material by the receiving activity must be obtained and attached to your

invoice if you do not present evidence of shipment.

Packing, Packaging, Marking and Shipment

The packing and packaging requirements in your contract may be more stringent

than commercial practice. Failure to meet these requirements will cause delayed payments

through non-release of material or rejection of material at destination. If you have any

questions about these requirements, contact your Contract Administration Office for

assistance.

Occasionally, we receive invoices for shipments to the wrong place, marked for the

wrong activity or indicating incorrect quantities. These errors cause a delay in payment and

could result in reshipment costs to you. Check the requirements carefully before releasing

the shipment.

Payment Addressing

Payments are sent using the payee/banking information established in SAM/CEFT.

The payment address can only be changed by a contract modification that has the written

concurrence of the contractor. If you wish payment sent to a different address, contact your

Administrative Contracting Officer (ACO).

Shipment Acceptance and Payment

No payments can be made until the material has been accepted, and a record of the

acceptance is received by the DFAS payment office. When the contract specifies

PERTINENT PAYMENT INFORMATION

destination acceptance, payment may be delayed due to the time needed for the material to

arrive at destination and for the acceptance to be returned to the payment office.

For source inspection and source acceptance (items inspected and accepted at your

plant), the Quality Assurance Representative (QAR) will inspect the material, and, if it meets

contract specifications, accept the material by signing Block 21A of the DD Form 250, or

digitally signing the iRAPT (formerly WAWF) receiving report (as applicable).

This inspection and acceptance must be accomplished before goods are shipped to

the destination. Shipping the goods without the required acceptance will significantly delay

payment.

Shipment Number Construction and Usage

For certain entitlement systems like EBS and MOCAS the shipment number is

required on invoices and on the DD Form 250. The DD Form 250 is required when the

contract involves delivery of separate and distinct objects or entities. This includes both the

delivery of supplies and the performance of services.

The construction of a shipment number is explained in Appendix F, Section F-301 of

the DoD FAR Supplement. Basically, a shipment number contains three alpha and four

numeric characters, in the sequence AAA0000. An eighth character (Z) is used to designate

the final shipment for the entire contract. Samples can be found in Appendix II of this

guidebook.

Many contractors use the first two alpha characters to indicate their company name.

The third alpha character can indicate the location from which the material is shipped. For

example, the company General Commodities would use GCD as alphas for all shipments

from Dallas and GCA for all shipments from Austin. The same alpha prefixes must not be

used for shipments from different locations.

The four numeric characters indicate consecutive shipments from each location;

example, GCD0001, GCD0002, GCA0001, GCA0002. The final shipment for the entire

contract must carry a “Z” suffix - GCD0003Z or GCA0003Z.

http://www.acq.osd.mil/dpap/dars/dfars/html/current/appendix_f.htm

We discourage the use of alpha characters I or O as they are too easily mistaken for

the numbers 1 or 0.

ELECTRONIC SUBMISSION OF PAYMENT

Getting Paid - Electronic Submission of Payment

Requests

Defense Finance and Accounting Service (DFAS) has several electronic invoice

submission tools that are available to contractors and vendors, Federal Acquisition

Regulations (FAR) have designated iRAPT as the accepted electronic form for submission

of payment requests and receiving reports, however, Electronic Data Interchange (EDI) still

has limited use for certain payment types. Invoicing, Receipt, Acceptance, and Property

Transfer (iRAPT) (formerly Wide Area Work Flow) which is a secure Web-based system for

electronic invoicing, receipt and acceptance and is part of the e-Business Suite. In addition,

in October 2014 the Wide Area Workflow e-Business Suite application was developed as

the new home page to handle all registration for the different applications. The WAWF e-

Business Suite includes the following applications:

• iRAPT (formerly WAWF)

• EDA

• myInvoice

• IUID

• MRS

• CORT Tool

• eMIPR

Invoicing, Receipt, Acceptance and Property Transfer (iRAPT) – (formerly WAWF)

iRAPT is a secure Web-based system for electronic invoicing, receipt and acceptance,

which creates a virtual folder to combine the three documents required to pay a Vendor -

the Contract, the Invoice, and the Receiving Report. The application enables electronic form

submission of Invoices, government inspection, and acceptance documents in order to

support DoD's goal of moving to a paperless acquisition process.

It provides the technology for government contractors and authorized DoD personnel

to generate, capture, and process receipt and payment-related documentation, via

interactive Web-based applications. More importantly, iRAPT helps to mitigate interest

penalty payments due to lost or misplaced documents and highlights Vendor offered

discounts so that the DoD benefits on both fronts, in addition to streamlining the whole

process from weeks to days or minutes.

Benefits include online access and full spectrum view of document status, minimized

re-keying and improving data accuracy, eliminating unmatched disbursements and making

all documentation required for payment easily accessible.

Further information on iRAPT (formerly WAWF) or the WAWF e-business Suite

application may be obtained by going to the WAWF website at https://wawf.eb.mil.

ELECTRONIC SUBMISSION OF PAYMENT

iRAPT can be used to electronically create and submit a number of payment

documents processed by the government. The following documents may be created in

iRAPT:

Invoice Document Types

Document

FAR Clause or Description

Commercial Invoice

FAR 32.905 Payment Documentation and Process

FAR 52.213-1: Fast Payment Procedure

Credit Invoice

FAR 32.604(c)(1): A Credit Invoice is a contractor's request to liquidate

the debt against existing unpaid bills due the contractor.

Energy Commercial

Invoice

The WAWF Invoice has been expanded to support DLA Energy

Requirements in the new WAWF Energy Commercial Invoice.

Construction Payment

Invoice

FAR 52.232-5: Payments Under Fixed-Price Construction Contracts

FAR 52.232-10: Payments Under Fixed-Price Architect-Engineer

Contracts

Navy Construction

Payment Invoice

This Document Type is applicable to Navy Construction and Facility

Management Invoices administered by NAVFAC.

FAR 52.232-5: Payments Under Fixed-Price Construction Contracts

FAR 52.232-10: Payments Under Fixed-Price Architect-Engineer

Contracts

FAR 52.236-18: Work Oversight in Cost-Reimbursement Construction

Contracts

Navy Shipbuilding Invoice

This Document Type is applicable to ship design and construction

procurements with shipbuilding companies where the work involves

the design, construction, or nuclear repair/overhaul of ships and where

the contracts are administered by a Supervisor of Shipbuilding.

Telecom Invoice

(Contractual)

This Document Type is applicable to contractual Telecom invoices.

Telecom Invoice (Non-

Contractual)

This Document Type is applicable to non-contractual Telecom

invoices.

Receiving Report Document Types

Document

FAR Clause or Description

Receiving Report

DFAR Appendix F: Material Inspection and Receiving Report

DFAR 252.246-7000: Material Inspection and Receiving Report

Energy Receiving Report

DFAR Appendix F: Material Inspection and Receiving Report

DFAR 252.246-7000: Material Inspection and Receiving Report

Purchase Card Receiving

Report

DFAR Appendix F: Material Inspection and Receiving Report

DFAR 252.246-7000: Material Inspection and Receiving Report

Micro-Purchase Card

Receiving Report

DFAR Appendix F: Material Inspection and Receiving Report

DFAR 252.246-7000: Material Inspection and Receiving Report

Reparable Receiving

Report

DFAR Appendix F: Material Inspection and Receiving Report

DFAR 252.246-7000: Material Inspection and Receiving Report

Receiving Report

Corrections

Receiving Report corrections only work for a MOCAS Pay DoDAAC

and the Admin DoDAAC must be a DCMA DoDAAC.

Receiving Report and Invoice Document Types

Document

FAR Clause or Description

Invoice and Receiving

Report (Combo)

FAR 32.905: Payment and Process

DFAR Appendix F: Material Inspection and Receiving Report

ELECTRONIC SUBMISSION OF PAYMENT

DFAR 252.246-7000: Material Inspection and Receiving Report

Invoice and Reparable

Receiving Report

(Combo)

FAR 32.905: Payment and Process

DFAR Appendix F: Material Inspection and Receiving Report

DFAR 252.246-7000: Material Inspection and Receiving Report

Energy Invoice and

Energy Receiving Report

(Combo)

FAR 32.905: Payment and Process

DFAR Appendix F: Material Inspection and Receiving Report

DFAR 252.246-7000: Material Inspection and Receiving Report

Invoice 2-in-1 (Services

Only)

FAR 32.905: Payment and Process

Financing Document Types

Document

FAR Clause or Description

Commercial Item

Financing

FAR 32.202-1(b): Authorization

FAR 52.232-29: Terms for Financing of Purchases of Commercial

Items

FAR 52.232-30: Installment Payments for Commercial Items

Performance Based

Payment

FAR 32.1003: Criteria for Use

FAR 52.232-32: Performance Based Payments

Progress Payment

FAR 32.5: Progress Payments Based on Costs

FAR 52.232-16: Progress Payments

DFARS 252.232.7002 and 252.232.7004

Voucher Document Types

Document

FAR Clause or Description

Cost Voucher

FAR 52.216-7: Allowable Cost and Payment

FAR 52.216-13: Allowable Cost and Payment-Facilities

FAR 52.216-14: Allowable Cost and Payment-Facilities Use

FAR 52.232-7: Payments under Time-and-Materials and Labor-How

Contracts

Cost Voucher -

Shipbuilding

Grant Voucher

DoDGARS 32.22: Payment

DoDGARS 33.21: Payment

DoDGARS 34.12: Payment

Non Procurement

Instruments (NPI)

Voucher

DoDGARS 32.22: Payment

DoDGARS 33.21: Payment

DoDGARS 34.12: Payment

Miscellaneous Pay

Voucher

The Misc. Pay Voucher is a vehicle for Vendors and Government

personnel who need to be reimbursed for miscellaneous payment

expenditures, such as rewards, awards, fees, grants, honorariums,

medical services, postage, training, and education expenses

Property Document Type

Document

FAR Clause or Description

Property Document

WAWF has the functionality to process documents related to

Government Furnished Property (PROPERTY).This document type is

based upon the current WAWF Receiving Report, although it has a

unique workflow. There are no entitlement systems associated with

PROPERTY reporting in WAWF.

ELECTRONIC SUBMISSION OF PAYMENT

iRAPT and WAWF e-Business Suite Resources for Contractors and Vendors

Contractors and Vendors will find the following links to be sources of helpful

information for iRAPT (formerly WAWF) and WAWF e-Business Suite applications:

• Through the DFAS.mil website select > ‘Contractors & Vendors’ > ‘iRAPT Training

Page’

o https://www.dfas.mil/contractorsvendors/irapt/TrainingLinks.html

• Through the WAWF e-Business Suite website select > ‘Help/Training’

o https://wawf.eb.mil./xhtml/unauth/help/help.xhtml

You can also gain access to a WAWF e-Business Suite Training Practice Web Site in

order to practice using the WAWF applications at https://wawftraining.eb.mil

As with paper receiving reports, the WAWF receiving report must be prepared and

distributed properly in accordance with the Defense Federal Acquisition Regulation

Supplement (DFARS). Your contract should contain all the information necessary to

complete the receiving report.

Special note regarding the WAWF document type Invoice as 2-in-1 (Services Only):

iRAPT does not generate and submit receiving report data for this document type. If your

contract contains the DD250 clause, DFARS 252.246-7000, the appropriate document type

to select is the receiving report and invoice “combo”.

Electronic Data Interchange (EDI) Invoices

Electronic Data Interchange (EDI) is the computer to computer exchange of routine

business information in a standard format. DFAS has implemented EDI transactions to

support contracting and accounting processes.

Although Federal Acquisition Regulations (FAR) have designated iRAPT (formerly

WAWF) as the accepted electronic form for submission of payment requests and receiving

reports, some DFAS payment systems have the capacity to process EDI billings for

contracts and orders that are not governed by the provisions of the FAR, as well as some

third-party billings (e.g. reimbursements for Powertrack payments to commercial carriers).

These EDI transaction sets eliminate the need to re-enter critical contract data in

our contract payment system and financial data in the DFAS administered accounting

systems. Implementing EDI invoicing capability, coupled with the increased use of

Electronic Funds Transfer (EFT), has been a major factor in decreasing errors and

improving payment processing.

If you are interested in submitting EDI invoices through iRAPT (formerly WAWF) or

WAWF e-Business Suites please call the Defense Information Systems Agency (DISA) at

(801) 605-7095 for additional information and assistance.

FINANCING REQUESTS

Getting Paid - Financing Payment Requests

Contract financing payments as defined in FAR 32.001 are an authorized

Government disbursement of monies to a contractor prior to acceptance of supplies or

services by the Government. DCMA and DCAA utilize iRAPT (formerly WAWF) to capture

and route all financing payments process by the Government. Most financing payments

are paid out of DFAS-Columbus and use the MOCAS entitlement system.

Contract financing payments include:

• Advance payments.

• Performance-based payments.

• Commercial advance and interim payments.

• Progress payments based on cost under 52.232-16, Progress Payments.

• Progress payments based on a percentage or stage of completion, with the

exception of Fixed-Price Construction Contracts or Fixed-Price Architect Engineer

Contracts.

• Interim payments (Cost Vouchers) under a cost reimbursement contract (except

when Alternate I of the clause at 52.232.25 Prompt Payment, is used).

The most common financing payments are listed below with a brief description.

Cost Vouchers

Cost vouchers (using Standard Form 1034, Public Voucher, or iRAPT (formerly

WAWF) cost vouchers) are used when you are authorized to bill for cost reimbursement,

labor, and time and materials.

• Identification. Cost vouchers should bear the complete contract number in the

Contract Number Block. Include both the DoD and Small Business Administration

(SBA) contract number when the contract has been issued by the SBA.

• Numbering. Cost vouchers must be numbered sequentially beginning with #1 and

continuing until the final voucher. Like the final DD Form 250, the cost voucher

must also have a “Z” in the 8

th position of the voucher/shipment number for the final

voucher. Additionally, final vouchers must be accompanied by documentation that

includes ACO approval, the contractor’s release and the Audit Report/Closing

Statements.

FINANCING REQUESTS

Some contractors require different internal numbering sequences or coding. However,

these unique codes or numbers should be entered in the Vendor Invoice Number field of

the iRAPT (formerly WAWF) cost voucher. As with other types of invoices, different

numbering sequences must be established for separate delivery orders issued against the

same contract.

• Submission. Only interim cost vouchers are to be submitted to the Defense

Contract Audit Agency (DCAA) auditor for approval. Interim cost vouchers for

approved contractors may be directly submitted to the cognizant payment office. In

summary, the overall process flow will be as follows:

o DCAA will start the process by forwarding the initial direct BVN submission

approval letter to the cognizant payment office.

o Contractors approved for direct submission will receive a letter of

authorization for payment from DCAA. A copy of the letter will be attached to

each hard copy interim public voucher submitted for payment. Vouchers

submitted through iRAPT (formerly WAWF) are updated electronically.

o If a contractor is dismissed from the direct BVN submission program, DCAA

will forward a letter within 24-hours of dismissal to the cognizant payment

office.

o Those contractors not approved for direct submission will continue to forward

cost vouchers to the payment office through the appropriate DCAA auditor

(except final vouchers which go through the ACO).

Manual Review may be conducted on Interim Cost Vouchers where the Voucher is

determined to be High Risk or meets criteria for sampling

• High Risk is defined as:

o First Voucher for Contract or Contract/Delivery Order combination.

o Value of the Cost Voucher has a high dollar value submitted by CAGE Code,

DUNS, DUNS & DUNS+4 or Contract Number

• Document meets criteria for sampling based upon:

o A percentage of invoices submitted by CAGE Code, DUNS, DUNS &

DUNS+4 or Contract Number.

Progress Payments

Progress payments are payments made based on the cost incurred by the

contractor as work progresses under the contract. When authorized in the contract, we

can make payments of 80% or more of the accumulated costs on certain items.

•

Submission. Progress payment requests should be prepared and submitted using

the iRAPT (formerly WAWF) Progress Payment Request. When a contract

provides for progress payments, the Administrative Contracting Officer (ACO) must

establish a progress payment master file within MOCAS. This information must be

processed before the first progress payment request can be paid. For this reason,

the first progress payment request for each contract must be submitted directly to

your ACO.

FINANCING REQUESTS

• Numbering. Progress payment requests are to be numbered sequentially

beginning with progress payment request number “001”. When a contract contains

both US and Foreign Military Sales (FMS) funds, progress payment requests must

be numbered in two different numbering series. The progress payment rates

determine which series a given payment request will be assigned. All progress

payment requests will be numbered sequentially within the set, plus the identifier

US or FMS, as appropriate. For example, the first progress payment request is for

US items and is numbered PPRA001; the second and the third requests are for

FMS items and are numbered PPRB001 and PPRB002; the fourth request is for

US items and is numbered PPRA002. Ensure the FMS indicator is set to “Y” in

iRAPT (formerly WAWF) ‘Create New Document’ input screen, to generate request

numbers “PPRB”.

In addition, progress payment requests applicable to the FMS portion of a contract

must indicate the foreign country or countries to which the progress payment applies.

When the request applies to more than one country, costs will be broken out by country

and identified on the FMS tab of the iRAPT (formerly WAWF) Progress Payment Request.

o Processing. The MOCAS automated progress payment system validates all

entries on the request form. An error on the contractor’s part in any of these

entries will result in nonpayment of the request and will require its re-

submission.

• Rejected Payments. All progress payment requests which do not generate an

automatic payable report following input are manually reviewed to determine the

reason for rejection. If the rejection was caused by a clerical error on our part, the

request is reprocessed normally within 2 work days. If the request is rejected

because of a discrepancy between your ‘contract value’ and our financial records,

we review our contract file to determine if your entry is correct. If, instead, our

records are correct, we refer the progress payment request to the ACO for

resolution. The ACO also receives a computer report showing which entries are in

error.

• Incrementally Funded Contracts. Current procedures do not allow for the

payment of progress payments up to the specified percentage of the contract price.

This is in accordance with Volume 10, Chapter 10 of the DoD Financial

Management Regulation. The regulation states that Progress Payment (WIP)

balance for each ACRN cannot exceed the unliquidated obligation (ULO) for that

ACRN multiplied by the liquidation rate. When only a portion of the contract has

been funded, the entry of the full contract price on line 5 of the progress payment

request will generate an automatic database imbalance. Such requests will be

rejected to the ACO and can only be paid after the ACO validates the transaction,

however DFAS cannot pay amounts in excess of those allowed by the Financial

Management Regulation citation above.

FINANCING REQUESTS

• Payment Delays. Certain types of errors on the progress payment request

frequently cause payment delays. These include:

o Missing incorrect entries, especially in Blocks 5, 6a, and 6b of the progress

payment request.

o Misplaced entries on the progress payment request.

o Typographical errors.

o Missing required data in Section III of the request.

o Missing FMS data. The 4

th position of the progress payment request number

must reflect “B” on all FMS progress payments. In addition, the dollars to which

the request applies must be allocated between the foreign countries involved on

the FMS tab of the iRAPT (formerly WAWF) document.

• Liquidation. Problems may occur with liquidation of progress payments, when the

contractor deducts the anticipated liquidation from the gross invoice amount and

bills for the net invoice amount. This should not be done for the following reasons:

o First, consider an example in which the value for the items on the invoice

being submitted is $100,000. When the invoice is prepared, there are

outstanding progress payments and the liquidation rate is 80%. In this case,

the invoice shows “less $80,000 for liquidation of progress payments - net

invoice value $20,000.” The payment office may process this as a $20,000

invoice, liquidating 80% of the $20,000, and paying you only $4,000.

o Second, the actual liquidation of progress payments takes place when the

invoices are paid, not when the invoices are issued. While you may have

outstanding progress payments when you issue the invoice, there may not be

any outstanding when the invoice is paid. The payment office may end up not

recouping any progress payments, or it may recoup a smaller amount than

anticipated. There may also be cases in which you, the contractor or vendor,

do not anticipate any recoupment when you issue your invoice. However,

when the invoice is paid, there may be outstanding progress payments which

must be liquidated. Therefore, please indicate the gross dollar amount on the

invoice rather than the liquidated amount.

FINANCING REQUESTS

Progress Payment under Construction Contracts

The Government shall make progress payments monthly as the work proceeds, or at

more frequent intervals as determined by the Contracting Officer, on estimates of work

accomplished which meets the standards of quality established under the contract, as

approved by the Contracting Officer.

The Contractor’s request for progress payments shall include the following supporting

documentation:

1) An itemization of the amounts requested, related to the various elements of work

required by the contract covered by the payment requested.

2) A listing of the amount included for work performed by each subcontractor under the

contract.

3) A listing of the total amount of each subcontract under the contract.

4) A listing of the amounts previously paid to each subcontractor under the contract.

5) Additional supporting data in a form and detail required by the Contracting Officer.

In the preparation of estimates, the Contracting Officer may authorize material delivered

on the site and preparatory work done to be taken into consideration. Material delivered to

the Contractor at locations other than the site also may be taken into consideration if:

1) Consideration is specifically authorized by this contract; and

2) The Contractor furnishes satisfactory evidence that it has acquired title to such

material and that the material will be used to perform this contract

When satisfactory progress has not been achieved by a contractor during any period for

which a progress payment is to be made, a percentage of the progress payment may be

retained. Determinations to retain and the specific amount to be withheld shall be made by

the contracting officers on a case-by-case basis. Such decisions will be based on the

contracting officer’s assessment of past performance and the likelihood that such

performance will continue. The amount of retainage withheld shall not exceed 10 percent of

the approved estimated amount in accordance with the terms of the contract and may be

adjusted as the contract approaches completion to recognize better than expected

performance, the ability to rely on alternative safeguards, and other factors. Upon

completion of all contract requirements, retained amounts shall be paid promptly.

FINANCING REQUESTS

Performance Based Payments

The Federal Acquisition Streamlining Act (FASA) of 1994 includes a provision for the

use of Performance Based Payments (PBPs) as an alternative to progress payments for

contract financing. This type of contract financing is based upon certain specified

performance criterion being accomplished (i.e., milestones) versus cost accumulation,

which is the basis for progress payments. A Federal Acquisition Regulation (FAR) clause,

52.232-32, Performance Based Payments, was developed for these types of contract

financing payments and the instructions for their use are outlined in FAR Subpart 32.10.

Final coverage of the provision is published in Federal Acquisition Circular 90-33, dated

October 1, 1995.

Commercial Item Financing

Commercial Item Financing (CIF) is another form of contract financing resulting from

the Federal Acquisition Streamlining Act (FASA) of 1994. The FASA created a distinction

between contracting for commercial items and non-commercial items. FAR Part 12 and Part

52 were revised to address the acquisition of commercial items and to allow contracts to be

written in accordance with customary market practices.

As a result of the distinction between contracting for commercial versus non-

commercial items, FASA also created a fundamental distinction between the financing of

these different types of procurements. As such, certain subparts under FAR Part 32 are

entirely new to include the requirements for CIF.

There are basically two types of Commercial Item Financing:

1) Commercial Advance Payments which take place before any work is done on the

contract and

2) Commercial Interim Payments which involve financing payments after some work has

been accomplished.

Both types are financed payments (not payment for completed and accepted items)

and will be liquidated against delivery payments once the items are shipped and accepted.

These financing payments are not subject to Prompt Payment Act interest penalties. They

can be authorized for use on Commercial contracts provided the Procurement Contracting

Officer (PCO) determines they are customary and appropriate in the commercial

marketplace and are in the best interest of the government.

SPECIAL INVOICING

Getting Paid - Special DD Form 250/Invoicing

Requirements

DD Form 250 Used as an Invoice

(a) Contractors shall submit payment requests and receiving reports in electronic

form, unless an exception as specified in DFARS 232.7002 applies. Contractor

submission of the material inspection and receiving information, required by DFARS

Appendix F, via the Wide Area WorkFlow electronic form (see paragraph (b) of

DFARS clause 252.232-7003) fulfills the requirement for a Material Inspection

Receiving Report (MIRR) DD Form 250.

(b) If the contracting officer authorizes the contractor to submit an invoice in paper

form, the Government encourages, but does not require, the contractor to use the

MIRR as an invoice, in lieu of a commercial form. If commercial forms are used,

identify the related MIRR shipment number(s) on the form. If using the MIRR as an

invoice, prepare the MIRR and forward the required number of copies to the

payment office as follows:

(1) Complete Blocks 5, 6, 19, and 20. Block 6 shall contain the invoice

number and date. Column 20 shall be totals.

(2) Mark in letters approximately one inch high, first copy: “ORIGINAL

INVOICE”, for all invoice submissions. [Entitlement systems using EDM

eliminates the requirement for three copies to be submitted.]

(3) Forward to the payment office specified in (Block 12 address).

(4) Be sure to separate the copies of the MIRR used as an invoice from the

copies of the MIRR used as a receiving report.

PAYMENT DELAYS

How to Avoid Payment Delays – Most Common Errors

Erroneously marking the Contract Administration Office (CAO) copy of the DD Form

250 as an Invoice.

Per Appendix F of the DoD FAR Supplement, the CAO copy of the DD Form 250

should not be marked as an invoice. Any document marked “invoice” is treated as an

invoice.

Preparation Errors on the DD Form 250 and Invoice

• Incorrect or missing contract number.

• Missing, improperly structured or out-of-sequence shipment number.

• Failure to mark DD Form 250 invoice as “invoice” (except as stated above

concerning the CAO copy of the DD Form 250).

• Missing or erroneous Unit of Measure.

• Contract Line Item Number (CLIN) that does not match CLIN on corresponding

contract. Informational sub-line items are neither deliverable nor billable items (refer

to DFARS 204.7104-1(a)(1). Informational sub-line items are identified by a numeric

in the 5

th and 6th position of the line item number (e.g., 000101).

• Extension errors (Unit Price times Quantity). Ensure that the Unit Price on your

invoices is the same as the one on your contract.

• Failure to attach supporting documents to your invoice. If your contract requires

evidence of shipment, you must attach this evidence to your invoice. Only one copy

is required. Please refer to the Evidence of Shipment section on page 11 for

additional information.

• Extraneous documents (i.e., copies of contractual documents) should not be sent to

the payment office with your invoice, however when dealing with large contracts with

frequent modifications affecting contract funding and financing payments including a

copy of the last modification with invoicing can prove helpful. If the payment office

requires additional documents, a Customer Service representative will contact you.

• Including multiple shipments on a single commercial invoice can result in

payment delays. Sometimes we will receive acceptance on one of the shipments

prior to the others. Likewise, submitting more than one invoice for each shipment

can result in delayed payment. Therefore, we recommend that you include only one

shipment on each invoice.

Contractors are advised to ensure the correct address appears on invoices. The

address indicated on the invoice will be used to return unpayable invoices.

PAYMENT DELAYS

Absence of Shipment Number on Invoice

The Defense Federal Acquisition Regulations (DFARS) Appendix F Part 3 outlines

instructions for preparing the Defense Department (DD) Form 250 Material Inspection

Receiving Report (MIRR). Included in this section are procedures for constructing the

shipment number; consequently, the prime contractor is responsible for assigning and

controlling the shipment number prefix throughout the life of the contract, in accordance

with these instructions. Although the shipment number is placed in Block 2 of the DD Form

250, it also must be included on the invoice. This is especially important for contracts paid

via the MOCAS and Enterprise Business Systems (EBS) that rely on the shipment number

to match invoices to DD 250 documents. Invoices that do not reference the shipment

number will be rejected to the contractor, and shall result in payment delays.

Non-compliance with contractual billing terms

Contractors and vendors are responsible for submitting invoices in accordance with

contractual billing terms. Common errors include the submission of bills with the following

errors: (1) incorrect ACRN, (2) missing ACRN, (3) incorrect CLIN, (4) missing CLIN. The

contractor must review the contractual terms and submit a corrected invoice for payment.

Invoices that do not reference the correct contract billing information will be rejected to the

contractor or vendor for correction, and shall result in payment delays.

Lapse of System for Award Management

The federal government requires every business to renew its SAM registration at least

once a year. The SAM registration will nifty registered users 15 days, 30 days, and 60 days

prior to expiration. Procurement officers recommend that a business renew its SAM

registration 1 to 2 months in advance, to avoid any inconsistencies or complications. The

SAM registration update can be accomplished by following the steps below:

1. Go to www.sam.gov and login with your SAM username and password.

2. On the My SAM page, select Entity Registrations and then Existing Entity

Registrations from the sub-navigation menu.

3. Select the Legal Business Name of the entity you want to update from the Entity

List.

4. Select Update Entity from the Registration Details panel.

5. Please note, you may not update a registration in Submitted status. You may only

update registrations that are Active, Expired, or a Work in Progress.

6. You may delete a Work in Progress if necessary. This will not affect your Active or

Expired entity registration.

7. Select what you would like to update: Purpose of Registration and remaining

entity registration, all sections applicable to the registration besides the Purpose

of Registration, or Point of Contacts only (skip to step 9).

8. Update the Core Data section.

9. Update the Assertions section (not required if registering for Federal Assistance

opportunities only).

10. Update the Representations and Certifications section (not required if registering

for Federal Assistance opportunities only).

11. Update the Points of Contact section, including optional POCs. You may remove

optional POCs if they are no longer relevant.

PAYMENT DELAYS

12. If you qualify as a small business, update your information in SBA’s Dynamic

Small Business Search (DSBS) or apply for a small business certification via the

“SBA Supplemental” page.

Payment Errors - Returned Checks, Recertified

Checks, Refunds, and Contractor/Vendor Debt Cases

Returned Checks. It may become necessary to return a check to the US Government. In

this case, please contact our Disbursing Customer Service Office, 1-800-756-4571, using

the appropriate option, for assistance. They will provide you with specific instructions and

information to include in your letter.

Recertified Checks. A recertified check is one that is issued to replace a lost or stolen

check (See Volume 5 of the DoD Federal Management Regulation (FMR), Chapter 8).

You, the contractor, must submit a formal request for a tracer and stop payment order on

the original check.

Again, our Disbursing Customer Service staff will gladly advise you about the steps

you should follow.

Demand Letters. This correspondence is addressed to the contractor who is cited for

indebtedness and directed to return the debt amount to the US Government. The demand

letter is commonly referred to as a “Bill for Collection”, or “B/C”, and may be initially issued

by either the ACO or the Disbursing Officer through the function of Accounts Receivable.

The date of the initial demand letter represents the first day of a 30-day interest-free grace

period. The date of the initial demand letter is important, because it serves as the basis for

a reliable timeframe in which to monitor the collection process. Repayment is due within 30

days from the date of the initial demand letter. If payment is not received within 30-days

from the date of the initial demand letter, the interest payment required is retroactive to the

beginning of the 30-day period.

Refunds. A refund is a result of a payment error resulting from payment miscalculations,

erroneous contract financing liquidation, missing or erroneous contract/modification data,

validation errors, input errors, etc. These problems are identified in a variety of ways

namely by contractor/vendors working with customer service, contract reconciliation audits,

contracting officers, and post payment reviews. Refunds are processed through the

entitlement system and receive a unique invoice/shipment number that correlates to the

original invoice where the error occurred. Short payments that result in refunds are

reviewed carefully by the payment office to identify contractual or procedural deficiencies

which have resulted in improper payments.

PAYMENT DELAYS

Payment Offset. The Debt Collection Improvement Act (DCIA) Public Law 104-134 was

issued to increase debt collection efforts and to reduce losses to the Government. The

DCIA provides detailed instruction for performing offsets to recover delinquent debts. The

offset process is frequently utilized throughout DFAS Accounts Payable Operations to

perform debt collections by deducting debt amounts from payable invoices. The contracting

officer is responsible for initiating any reduction in financing payment amounts, including

payment offsets, and that such action may only be taken when contract performance will

not be adversely affected.

Debt Management Office (DMO). The DFAS DMO is responsible for the processing,

maintenance and settlement of all DoD debts that are over 90 days in age and the amount

of $600 or more, and are referred by payment activities and accounts receivable offices.

The DMO performs additional follow up actions to recover outstanding debts owed by

contractors, vendors, assignees, and business entities. The DMO is responsible for closing

uncollectible debts and reporting applicable information to the Internal Revenue Service

(IRS); additionally, the DMO refers debts over 180 days in age to the United States

Treasury Cross Servicing Program for additional collection actions.

United States Treasury Cross-Servicing Program. The US Cross-Servicing Program is

a centralized debt collection program developed by the Treasury Financial Management

Service (FMS) to assist agencies in the collection of delinquent debts owed to the Federal

Government. The Cross-Servicing Program is responsible for the processing, maintenance

and settlement of all DoD debts that are over 180 days in age; referred by payment

activities and accounts receivable offices.

CUSTOMER SERVICE

Customer Service Information – Online Tools

Contractors and vendors have two web-based research tools that are available to them

to perform contract inquiries; these are as follows:

• myInvoice – to perform invoice payment status inquiries

• MOCAS Data Sharing Initiative (MDSI) – to download pertinent contract data

information for contract paid via the MOCAS System

The myInvoice application allows contractors and vendors to access the status of

invoices submitted to DFAS payment offices 24 hours a day, and the MOCAS Data

Sharing Initiative (MDSI) allows contractors to download MOCAS contract data that had

previously only been available on an ad hoc basis through manual data extracts. These

research tools are discussed in this section.

myInvoice

The myInvoice application replaces the former Vendor Pay Inquiry System (VPIS);

thus, combining both MOCAS and VPIS information into a combined system that provides

information on invoices submitted against DoD contracts that are paid by the Defense

Finance and Accounting Service (DFAS). myInvoice consolidates the data obtained from

DFAS Centers and Operating Locations into one central repository that contains all open

invoices, plus any payments made within the last 120 days.

Contractors, Vendors and Government entities can use myInvoice to perform the

following functions:

• Research the status of a recently submitted processed invoice

• Determine when a payment is scheduled

• Determine if information is missing that prevents a payment from processing

• Obtain information associated with a check received

• Contract number, invoices covered, interest or freight included in the payment, or tax

or discount withheld

CUSTOMER SERVICE

Contractors and Vendor Registration:

Contractors and vendors may register for myInvoice at the following web location:

https://wawf.eb.mil

Prior to registering for myInvoice, ensure your System for Award Management (SAM)

information is current and up-to-date. You will need your Contractor and Government Entity

(CAGE) code, your Dun and Bradstreet Universal Numbering System (DUNS) number, and

your Tax Identification Number (TIN) to complete the registration.

Note: Foreign vendors will need to obtain a NATO CAGE and a DUNS number

in order to register in SAM. Information for foreign vendors can also be found at the

following web location: https://wawf.eb.mil.

Government Registration:

Government entities are also eligible to register for myInvoice, by contacting their

Terminal Area Security Officer (TASO) and completing applicable forms in accordance with

local procedures. Access must be approved by a myInvoice system administrator.

Interested Government entities must complete their registration form with information from

their bi-weekly leave and earnings statement (LES). A system-generated e-mail will be

forwarded to the registrant stating if they have been approved or disapproved.

Contacting the myInvoice Development Team:

If you have any questions, contact the myInvoice Development Team at 1-800-756-

4571, Option 6, or commercial at (614) 693-8507, Option 6.

CUSTOMER SERVICE

MOCAS Data-Sharing Initiative (MDSI)

Contractors paid by the MOCAS system that are interested in receiving contract data

extracts, may register for the MOCAS Data-Sharing Initiative (MDSI). Registered

participants can retrieve contracts by entering their CAGE code data via a dedicated web

page to receive primary MOCAS contract data twice a month. The data extract is

transmitted to a secure FTP server, and can be accessed using your individual User Name

and Password.

MOCAS data provided via the MDSI includes the following:

• Accounting Classification Reference Numbers (ACRNs)

• Contracts and Modifications

• Disbursements

• Invoices [including extended reason code information with the reason(s) for

rejection]

• Contract Line Item (CLINs) and Service line information

• Shipment and Schedule data

Advantages of the MDSI data-sharing project include the following:

• Expedite corrections of errors in MOCAS and/or contractor records

• Improve cash flow to contractors

• Identify unbilled deliveries

• Reduce rejection of invoices by DFAS and DD Form 250's by DCMA

• Reduce/avoid payment delays

• Aid reconciliation efforts

• Reduce overage contracts and speed contract closeout

• Eliminate rework and free up resources for other efforts

If you are interested in participating, send your e-mail request to the following address

MDSI-REQUESTS@DCMA.MIL.

CUSTOMER SERVICE

Customer Service Information – Customer Support

Office

Routine Payment Questions

For routine questions related to invoice payment status, we recommend that

Contractors, Vendors and Government entities register for the myInvoice system at:

https://wawf.eb.mil.

For explanation of contract terms involving payment, or initial inquiries regarding late

payments, please contact the Customer Service personnel at the applicable Payment

Office listed on your contract and be prepared to provide the following information:

• Specific Payment Office

• Contract Number

• Contract Call/Order Number (if applicable)

• Shipment Number

• Date submitted to the payment office

• Invoice Number

If you are inquiring about payment status, please wait at least 48 hours after electronic

submission, or 15 days after submission by mail of the invoice. If the invoice is less than 30

days old, we will usually be able to answer immediately.

If you ask a question that requires further research (e.g., the reason for payment delay),

our Customer Service personnel will document the call, research the question, and provide

a response typically within 24-48 hours. This allows other contractors to call our Customer

Service phone lines while we research the answer to your question.

The staff will be glad to provide assistance. The Customer Service phone number

listing is provided on pages 37 through 40 of this booklet.

For a more detailed list of Frequently Asked Question (FAQs), go to:

https://www.dfas.mil/dfas/contractorsvendors/faqs.html.

Special Payment Questions

If you encounter chronic payment problems involving a particular contract or invoice,

you should contact the applicable Customer Service area for your specific Payment Office.

A complete Customer Service phone number listing is provided on pages 37 through

40 of this guidebook.

CUSTOMER SERVICE

Contacting the Customer Support Office

The DFAS Customer Care Centers are dedicated to making their customers’ needs a

top priority and devoted to assisting contractors and vendor pay customers. The Customer

Care Center located in Columbus handles the majority of contractor inquiries, however

there are centers located in Rome, NY, Indianapolis, IN, and Japan. In addition, Navy

Enterprise Resource Planning (ERP) customer support is included on page 39 of the DFAS

Customer Service Phone Listing. Each of these offices has their own specialized areas and

provides services unique to the various contract types associated with the payment

DoDAACs. Use the listing located on page 37-40 of this guide for specific payment

DoDAACs and applicable customer service telephone numbers. The centralized customer

care centers can provide the following services:

Customer Care Center:

• Receive customer inquiries by phone call, Ask-DFAS, fax, etc.

• Provide status to customer inquiries

• Research /resolve payment related issues

• Participate in customer site visits (as needed)

• Participate in conferences (as needed)

CUSTOMER SERVICE PHONE LISTING

DFAS Customer Service Phone Listing by Payment Office DoDAAC:

Payment

DoDAAC

DSSN

Enduring

Payment Site

Previous Site

Customer Service

HQ0131

HQ0252

HQ0492

HQ0600

HQ0622

HQ0623

HQ0690

HQ0748

HQ0750

HQ0751

SL4701

6355

6551

8522

(DAI)

Columbus, OH

Use AskDFAS

(https://corpweb1.dfas.mil/askDFAS/cust

Main.action?mid=5300)

choose Columbus Customer Care for all

inquiries (including payment histories

and rejects)

800-756-4571, Option 2

M00318

M67443

6102

Columbus, OH

Use AskDFAS

(https://corpweb1.dfas.mil/askDFAS/cust

Main.action?mid=5300)

choose Columbus Customer Care for all

inquiries (including payment histories

and rejects)

800-756-4571, Option 5

HQ0337

HQ0338

HQ0339

6422

8565

8560

6356

8558

8559

6469

8538

8541

Columbus, OH

Use AskDFAS

(https://corpweb1.dfas.mil/askDFAS/cust

Main.action?mid=5300)

choose Columbus Customer Care for all

inquiries (including payment histories

and rejects)

800-756-4571, Option 1

HQ0303

HQ0304

5570

Columbus, OH

Rock Island,

St. Louis,

Use AskDFAS

(https://corpweb1.dfas.mil/askDFAS/cust

Main.action?mid=5300)

choose Columbus Customer Care for all

inquiries (including payment histories

and rejects)

800-756-4571, Option 3

F03000

F67100

F78900

F87700

3801

Columbus, OH

Limestone, ME

Dayton, OH

Europe (Air

Force)

U.S. Air Force

Europe (USAFE)

Use AskDFAS

(https://corpweb1.dfas.mil/askDFAS/cust

Main.action?mid=5300)

choose Columbus Customer Care for all

inquiries (including payment histories

and rejects)

800-756-4571, Option 4

CUSTOMER SERVICE PHONE LISTING

Payment

DoDAAC

DSSN

Enduring

Payment Site

Previous Site

Customer Service

N68892

N45924

N68566

N68688

N68732

N60957

N60951

N68894

N68342

N50120

N50082

N50083

N50084

N50085

N50086

N50087

N50088

N50089

N50090

N50091

N64700

N64701

N64702

N64703

N64704

N64705

N64706

8522

Cleveland, OH

855-608-3975

Option 1 - Pay Status

Option 2 - Verify Payment Received

Option 3 - WAWF Invoice Status

HQ0393

5570

Indianapolis,

1-888-425-7729 or (317)212-0566

Option 1

HQ0300

HQ0302

5570

Rome, NY

(Ft. Sill)

Lawton, OK

1-800-553-0527 or 315-709-6001

HQ0432

5570

Europe Army

011-49-631-411-6441, 011-49-631-411-

6527,

011-49-631-411-6525, 011-49-631-411-

6526 or

011-49-631-411-6522

HQ0105

HQ0335

HQ0431

HQ0347

HQ0471

HQ0301

HQ0346

5570

FMS

Indianapolis

Orlando, FL

Pacific-Army

Lexington,

1-888-332-7366 or (317)212-0300

Option 2

CUSTOMER SERVICE PHONE LISTING

Payment

DoDAAC

DSSN

Enduring

Payment Site

Previous Site

Customer Service

HQ0345

F80100

HQ0341

6356

8558

8559

Columbus, OH

dfas.dscc.jam.mbx.mocas-

jaiqn@mail.mil

HQ0348

HQ0250

5570

Rome, NY

Norfolk

(Army),

CAPS-W

Vendor Pay

(ATEC-

SOMARDS)

1-800-553-0527 or

(315)709-6001

N64140

N64141

N64142

8522

Navy ERP

855-608-3975

HQ0419

5570

Japan (Army)

011-81-311-755-2186, 2153

F68300

F68800

3801

Japan

Japan (Air

Force)

011-81-311-755-2932, 3202

HQ0418

6102

Japan

Marine

Corps

011-81-311-755-2942

HQ0420

5570

Japan

Transportatio

011-81-311-755-2975

HQ0428

5570

Rome, NY

Europe

Payments

San Antonio,

011-49-631-411-6520, 011-49-631-411-

6522, 011-49-631-411-6523, 011-49-

631-411-6526, or 011-49-631-411-6527

HQ0429

5570

(Army)

Lawton, OK

011-49-631-411-6520, 011-49-631-411-

6522, 011-49-631-411-6523, 011-49-

631-411-6526, or 011-49-631-411-6527

HQ0430

6355

Columbus,

011-49-631-411-6520,011-49-631-411-

6522,011-49-631-411-6523, or 011-49-

631-411-6526

HQ0431

HQ0491

5570

011-49-631-411-6521, 011-49-631-411-

6442, 011-49-631-411-6568, 011-49-

631-411-6566, or 011-49-631-411-6430

HQ0490

(GFEBS)

HQ0248

8522

Rome, NY

Indianapolis

Rome 1-800-553-0527 or (315)709-6001

Indianapolis 1-888-332-7366 or

(317)212-0300

CUSTOMER SERVICE PHONE LISTING

Payment

DoDAAC

DSSN

Enduring

Payment Site

Previous Site

Customer Service

N0039B

N6600B

N6523B

N6856B

N6852A

N6925B

8522

Navy ERP,

Cleveland, OH

855-608-3975

HQ0622

HQ0623

HQ0645

HQ0646

HQ0647

HQ0648

HQ0649

HQ0650

HQ0684

HQ0685

HQ0747

8522

(DAI)

Indianapolis,

1-888-332-7366 or (317) 212-0300

Option 2

APPENDIX I

Appendix I

Sample DD Form 250

Instructions for Completing the DD Form 250

(Refer to DoD FAR Supplement Appendix F or your ACO for more details.)

Block 1

13 digit contract number, and four digit

call/order number, where applicable

Block 2

Shipment number. Example: ABC0001 or

ABC0001Z

Block 3

Actual or estimated shipment date

Block 4

Government or commercial bill of lading

transportation control number

Block 5

Discount terms in percentages and days

allowed

Block 6

Invoice number and actual or estimated date

of submission

Block 7

Consecutive page numbers

Block 8

Enter “S” for source acceptance point or “D”

for destination acceptance point

Block 9

Contractor name, address and CAGE code

Block 10

Contract Administration Office address and

DoD Activity Address Directory

(DoDAAC) code number

Block 11

Address, FOB and code of “shipped from”

location

Block 12

Payment office name, address and code as

stated in contract

Block 13

“Shipped to” address and code from contract

Block 14

“Marked for” address and code from contract

Block 15

CLIN, SUBCLIN, and ELIN item number as

cited in contract

Block 16

Item name, stock and/or part number and

description

Block 17

Quantity shipped

Block 18

Abbreviated unit of measure

Block 19

Unit price

Block 20

Extended amount

Block 21

To be completed by Quality Assurance

Representative

Block 22

To be completed by receiving activity

Block 23

Contractor use only

APPENDIX I

Sample DD Form 250