DFAS Commercial Pay Overview Defense Finance and Accounting

DFAS Commercial Pay Overview Defense Finance and Accounting Service Devona Mathis Branch Chief, Customer Care 1

DFAS COMMERCIAL PAY DFAS COMMERCIAL PAY VENDOR PAY Pays contracts that are locally administered Typically does not pay contracts with financing Pays both contract and non-contract payments Less complex contracts Vendor Pay Locations / Customers Supported DFAS Columbus: Air Force, Army, USMC, DLA, and Defense Agencies DFAS Indianapolis: Army and Defense Agencies DFAS Rome: Army (Operational Commands) DFAS Limestone: Air Force CONTRACT PAY Pays contracts administered by DCMA Financing payments (progress, performance based, commercial item financing, Interim Cost) Complex, multi-year, high dollar contracts Contract Pay Locations / Customers Supported DFAS Columbus (Primary): All DoD Customers DFAS Limestone: All DoD Customers

Requirements Needed to Make Payment THREE WAY MATCH Valid Invoice Contract Funds Validation (Prevalidation) 06/04/2024 Receipt & Acceptance Active SAM Registration Integrity - Service - Innovation 3

Commercial Payment Process 2Electronically Electronically 1 The physical contract document is sent to iRAPT/EDA Contract received Contract is is awarded awarded received by by the the pay pay and Issued system, or DFAS Contract data is sent to the applicable pay system and Issued system, or DFAS manually inputs Customers Contract Writing manually inputs Pay System and iRAPT/EDA System FPDS Contractor Contractor Performance Performance Federal Procurement Data System Contract information / Demographics Acceptance Acceptance // Approval Approval 3 Contractor Contractor Submits Submits Invoice Invoice & & Receiving Receiving Report Report IRAPT/WAWF DCMA DCMA or or COR COR iRAPT/WAWF 4 DCAA DCAA Cost Cost Approval Approval If If applicable applicable iRAPT/WAWF DFAS DFAS Receives Receives Performs 3-way match Contract Accepted Invoice Receiving report 5 Pay System DFAS DFAS entitles entitles invoice invoice for payment for payment Pay System 6 DFAS DFAS and and DoD DoD customers customers perform perform funds funds prevalidation prevalidation Systemic/manual 7 Certification, Improper Pay Review, Balancing, File transfer/upload, etc. DFAS DFAS Disburses Disburses Disbursing system or Treasury Direct

Common Reasons for Payment Delays Submitting invoices within days of new contractual documents Most entitlement systems need as least 10 days to process Contract Deficiency Report – CDR CLIN structure, Line of Accounting, Payment instructions, Pay Office correction Your invoice has not been accepted, receiving report required Understand your contracts acceptance terms Be mindful of overseas acceptance terms Required before the invoice can start the payment process Improper billing submission Know contractual billing requirements Use proper CLIN/SLIN structure and correct QTY/Unit Price/Unit of Measure Submit to the correct payment office Invoice is waiting on prevalidation approval Funding must be verified with the accounting station for every item billed, to include ZERO amount CLIN. SAM registration is expired Updating registration is an annual requirement The pay systems link with SAM and will prevent payment if the account is expired 06/04/2024 Integrity - Service - Innovation Why ha s n ’t DFAS p aid me ? 5

Contract Basics Continued Where to find pertinent information in your contract: Contract Number, Deliver Order: Block 1 and 2 Date of Order: Block 3, this date is important to keep in mind when invoicing within 10 days of this date. Issued By: Block 6, typically contains the POC that wrote the document Administered by: Block 7, this is who oversees that the Issued By office and contractor both are in compliance of the contract and terms Mark If Business Is: Block 11, if you are a small business there should be something selected. Ship To: Block 14, provides who you are shipping your items to Payment Will Be Made By: Block 15, provides the pay office information and code associated with that office Block 24: contains the signature of the Contracting/Ordering Officer. This can be the same person stated in Block 6, or it can be someone different. 06/04/2024 Integrity - Service - Innovation 6

Contract Basics Continued Where to find pertinent information in your contract: Section B: outlines the items of your contract Section E: outlines where inspection and acceptance takes place and by who Section F: provides your delivery information Section G: outlines the funding on your contract Section H: outlines special contract requirements Section I: outlines Contract Clauses - contains the FAR and DFAR clauses pertinent to your contract. Did you know you can Google them? Special Clauses: FAR 252-232-7003 Electronic Submission Of Payment Requests and Receiving Reports means electronic invoice submission is required 252.232-7006 Wide Area Workflow Payment Instructions 06/04/2024 provides specific invoicing information and POC’s Integrity - Service - Innovation 7

Self Help SAM registration https://www.sam.gov Google FAR & DFAR Clauses Either type the clause in the search bar or utilize https://gpo.gov AskDFAS Required to reject invoices. Can inquire about invoices as well. https://www.dfas.mil myInvoice Check status of your invoice. Requires PIEE (Procurement Integrated Enterprise Environment) know as WAWF suite. https://piee.eb.mil 06/04/2024 Integrity - Service - Innovation 8

Key Take Aways and Things You Should Know now who your contracting officer is nderstand the terms of your contract, and invoice in accordance AM registration equests to reject an invoice MUST be submitted via AskDFAS now who your DFAS payment office is mplify: The more complex your contract, the more risk of delay rompt Pay se self help tools 06/04/2024 Integrity - Service - Innovation 9

I have my contract, Now What Read your contract Know who your Contracting Officer is. They are in the “issue by block” on the contract or they are the one that signed it. Keep a copy handy when billing Provide the product or service Submit invoice via WAWF (Wide Area Workflow) in PIEE Check wawf to make sure It has been processed by the Acceptor Check MyInvoice for status of payment If not paid within 15 days, contact your pay office 06/04/2024 Integrity - Service - Innovation 10